Admin Executive - Procurement & Operations

vidaXL; Hyderabad; On-site; INR 300,000 - 520,000; Full time

Job summary

vidaXL is seeking an Admin Executive – Procurement & Operations for an office-based role in Hyderabad. The candidate will support procurement coordination, vendor onboarding, contract management, invoice processing, and day-to-day admin operations.

The position requires coordinating feeder requests, PO generation, invoice tracking, and maintaining procurement trackers while ensuring compliance and timely operational execution in a fast-paced environment.

Qualifications

• Bachelor’s degree in Business Administration, Commerce, Management, or related field.
• 0–3 years of experience in Administration, Procurement Coordination, Operations, Vendor Management, or Office Support roles.
• Experience with procurement lifecycle, vendor onboarding, PO management and invoice processing preferred.
• Proficient in Microsoft Office; comfortable with trackers, reports, and procurement documentation.

Responsibilities

• Create and manage feeder requests for procurement requirements.
• Coordinate and follow up for Purchase Order (PO) generation and approvals.
• Track invoices and coordinate with finance teams for invoice processing and payment follow-ups. Maintain procurement-related trackers including vendor cost trackers, invoice trackers, PO trackers, payment trackers, and procurement records.
• Coordinate with vendors for quotations, documentation, delivery updates, and issue resolution.
• Support procurement of office supplies, operational materials, and administrative requirements.
• Assist in handling contract workflows including reviewing, tracking, and coordinating approvals with relevant departments.
• Coordinate vendor onboarding documentation including Vendor Registration Forms (VRF), GST documents, PAN, bank details, MSME certificates, NDA, and other compliance documents as required.
• Maintain contract trackers including agreement status, renewal timelines, approvals, and documentation records.
• Coordinate with internal stakeholders and legal teams for contract review and execution processes.
• Support day-to-day office administration and operational activities.
• Maintain operational reports, trackers, and administrative records.
• Prepare procurement summaries, MIS reports, invoice trackers, payment status reports, and operational updates.

Skills

Coordination

Follow-up

Attention to detail

Documentation

Stakeholder mgmt

Independent work

Education

Bachelor’s degree in Business Admin/Commerce/Management

Tools

Microsoft Office

ERP systems

Procurement portals

Job description

Role- Admin Executive - Procurement & Operations

Work Mode : Work From Office

Job Description:

Position Overview We are looking for a proactive and detail-oriented Admin Executive – Procurement & Operations to support procurement coordination, contract management, vendor onboarding, invoice processing, and day-to-day administrative operations within the organization. The role involves managing procurement workflows from feeder creation to PO generation and invoice processing, maintaining procurement and vendor trackers, coordinating with internal stakeholders and vendors, and ensuring smooth operational execution. The ideal candidate should have strong follow-up skills, attention to detail, and the ability to manage multiple operational tasks in a fast-paced environment.

Key Responsibilities

• Create and manage feeder requests for procurement requirements.
• Coordinate and follow up for Purchase Order (PO) generation and approvals.
• Track invoices and coordinate with finance teams for invoice processing and payment follow-ups. Maintain procurement-related trackers including vendor cost trackers, invoice trackers, PO trackers, payment trackers, and procurement records.
• Coordinate with vendors for quotations, documentation, delivery updates, and issue resolution. Follow up on pending approvals, invoices, procurement requests, and vendor communication to ensure timely closure.
• Support procurement of office supplies, operational materials, and administrative requirements. Maintain proper procurement documentation and ensure records are updated and organized.
• Assist in handling contract workflows including reviewing, tracking, and coordinating approvals with relevant departments.
• Coordinate vendor onboarding documentation including Vendor Registration Forms (VRF), GST documents, PAN, bank details, MSME certificates, NDA, and other compliance documents as required.
• Maintain contract trackers including agreement status, renewal timelines, approvals, and documentation records.
• Coordinate with internal stakeholders and legal teams for contract review and execution processes. Ensure all contracts and vendor documentation are maintained as per company policies and compliance requirements.
• Support day-to-day office administration and operational activities.
• Coordinate with HR, Finance, IT, Facility, and other departments for operational requirements. Assist in office coordination, meeting arrangements, employee engagement activities, and event support.
• Maintain operational records, documentation, and internal communication trackers. Ensure smooth coordination between teams for operational and administrative activities.
• Maintain and update operational reports, trackers, and administrative records.
• Prepare procurement summaries, MIS reports, invoice trackers, payment status reports, and operational updates.
• Maintain accuracy of records and ensure timely reporting.
• Set up and maintain trackers and reminders for procurement approvals, contract renewals, invoice follow-ups, and operational tasks.
• Ensure procurement and administrative processes are followed as per company policies and internal SOPs.
• Support process improvements and operational coordination activities.
• Maintain confidentiality of company, vendor, and employee information.
• Ensure all communications, approvals, and operational documentation are properly maintained and tracked through email and internal systems.

3. Operations & Administrative Support

• Support day-to-day office administration and operational activities.
• Coordinate with HR, Finance, IT, Facility, and other departments for operational requirements. Assist in office coordination, meeting arrangements, employee engagement activities, and event support.
• Maintain operational records, documentation, and internal communication trackers. Ensure smooth coordination between teams for operational and administrative activities.

4. Data Management & Reporting

• Maintain and update operational reports, trackers, and administrative records.
• Prepare procurement summaries, MIS reports, invoice trackers, payment status reports, and operational updates.
• Maintain accuracy of records and ensure timely reporting.
• Set up and maintain trackers and reminders for procurement approvals, contract renewals, invoice follow-ups, and operational tasks.

5. Process & Compliance Support

• Ensure procurement and administrative processes are followed as per company policies and internal SOPs.
• Support process improvements and operational coordination activities.
• Maintain confidentiality of company, vendor, and employee information.
• Ensure all communications, approvals, and operational documentation are properly maintained and tracked through email and internal systems.

Required Skills & Qualifications Education

Bachelor’s degree in Business Administration, Commerce, Management, or related field. Experience :0–3 years of experience in Administration, Procurement Coordination, Operations, Vendor Management, or OAice Support roles.

Technical Skills

• Good knowledge of Microsoft OAice (Excel, Word, PowerPoint, Outlook).
• Comfortable working with trackers, reports, invoices, procurement documentation, and operational records.
• Basic understanding of procurement lifecycle, vendor onboarding, invoice processing, and PO management is preferred.
• Experience working with ERP systems, procurement portals, or invoice management tools is an advantage.

Skills Required

• Strong coordination and follow-up skills.
• Good organizational and multitasking abilities. Strong attention to detail, accuracy, and documentation management.
• Ability to manage multiple tasks and timelines efficiently.
• Good communication and stakeholder management skills.
• Ability to work independently in a fast-paced operational environment.
• Professional handling of confidential and sensitive information.