Processing Officer

Alliance University; Bengaluru; On-site; INR 450,000 - 650,000; Full time

Job summary

An educational institution in Bengaluru is seeking a Processing Officer in the Purchase Department. The successful candidate will prepare accurate purchase documentation and coordinate with various departments to ensure compliance with procurement processes. A Master’s in Business Administration or a related degree is required. Proficiency in Microsoft Dynamics and MS Office is preferred. This role demands attention to detail and strong communication skills, making it ideal for motivated professionals looking to enhance efficiency in procurement operations.

Qualifications

• Educational background in Business Administration or related field.
• Strong attention to detail and accuracy in documentation.
• Prior experience in educational institutions or public procurement.

Responsibilities

• Prepare accurate purchase notes and documentation for approvals.
• Scrutinize purchase indents for compliance with guidelines.
• Coordinate with internal departments for procurement needs.
• Maintain systematic filing and ERP data updates.
• Process bills/invoices and submit to Finance.
• Maintain procurement communications and approvals records.
• Coordinate with internal departments for required documentation.
• Ensure compliance with procurement policies and regulatory norms.
• Track progress of purchase notes and follow up for clearance.
• Liaise with finance, stores, and audit as needed.
• Maintain filing system for all documents (physical and digital).
• Update procurement data in ERP (MS Dynamics or equivalent).
• Assist in generating reports, summaries, and dashboards.
• Identify and empanel vendors; contribute to process improvements.

Skills

Attention to detail

Strong written communication skills

Proficiency in MS Office

Interpersonal and coordination skills

Ability to manage multiple tasks

Independent work

Procurement knowledge

Education

Master’s in Business Administration

Degree in Commerce, Business Administration, or B.Tech

B.Tech

Tools

Microsoft Dynamics

Job description

The Processing Officer in the Purchase Department will be primarily responsible for preparing accurate and error-free purchase notes, memos, purchase orders and related documentation for approval by competent authorities. The role demands attention to detail, strong written communication skills, and the ability to coordinate with internal stakeholders to ensure timely and efficient procurement processes. Familiarity with Microsoft Dynamics or similar ERP systems will be an added advantage.

Key Responsibilities

• Scrutiny of purchase indents for compliance with guidelines.
• Identification of vendors, seeking quotes, evaluating the proposal/ quotations and finalization of vendor.
• Organizing purchase committee meetings, provide members the detailed input notes.
• Draft and process clear, concise, and error-free purchase notes, memos, and documentation for internal approvals.
• Processing of bills/ invoices and submission to Finance Department.
• Maintain records of communications and approvals related to procurement proposals.
• Coordinate with internal departments to collect required documentation and justification for procurement needs.
• Ensure all documentation complies with institutional procurement policies and applicable regulatory norms.
• Track the progress of purchase notes and follow up with approving authorities for timely clearance.
• Liaise with the finance, stores, and audit departments as needed for clarifications and updates.
• Maintain a systematic filing system—physical and digital—for all processed documents.
• Update and maintain procurement‑related data in the ERP system (Microsoft Dynamics or equivalent).
• Assist in generating reports, summaries, and dashboards for review by department heads or auditors.
• Identification & empanelment of vendors.
• Contribute to process improvement initiatives to enhance efficiency in documentation and approvals.

Key Requirements

• Education: Master’s in Business Administration or a degree in Commerce, Business Administration, or B.Tech.
• Skills:
• Strong attention to detail and accuracy in documentation.
• Proficiency in MS Office (Word, Excel, Outlook).
• Familiarity with ERP systems such as Microsoft Dynamics is an added advantage.
• Ability to manage multiple tasks and meet deadlines.
• Good interpersonal and coordination skills.
• Prior experience in an educational institution or public procurement setup.
• Knowledge of university procurement norms and regulatory guidelines.
• Ability to work independently with minimal supervision.