Role: Vendor Management Lead
Reporting To: Head HR Direct
Role Band: I/I2
Location: Cyber Spazio, Hyderabad
People Manager Role, Global
Job Description
Overview: As a Vendor Management Lead, you will be responsible for managing relationships with HR vendors, ensuring timely and accurate invoicing, and maintaining efficient payment processes. Your role will involve working closely with internal stakeholders, such as procurement, finance, and operations, to facilitate smooth vendor onboarding & effectively managing the end to end HR Vendor Lifecycle, including contract/SOW renewals and negotiations. You will also be responsible for tracking vendor performance, setting up a formal Governance Model, optimizing vendor management processes and ensuring vendor Compliance.
Key Responsibilities:
Vendor Relationship Management:
Establish and maintain positive relationships with vendors, acting as a point of contact for inquiries, issues, and escalations.
Collaborate with internal stakeholders and vendors to ensure effective communication and alignment of expectations.
Collaborate with procurement teams to identify and onboard new vendors based on business requirements.
Extend strategic assistance on vendor management & evaluation and partner closely with relevant stakeholders like procurement, finance etc.
Invoicing and Payment Processing:
Set up a centralized & effective Global vendor invoicing and payment process with clear SLA's and strong controls.
Ensure team reviews and validates vendor invoices for accuracy, completeness, and adherence to contract terms.
Encourage effective Coordination with internal stakeholders to obtain necessary approvals and ensure timely invoice processing.
Resolve invoicing discrepancies or issues by working closely with vendors, finance, and other relevant teams.
Process and schedule payments in accordance with established payment terms and company policies.
Vendor Contract Management:
Assist in the negotiation, drafting, and renewal of vendor contracts, in collaboration with the legal and procurement teams.
Set up standardized and centralized process & systems to track contract expiration dates and facilitate timely contract renewals or terminations as necessary
Data Management and Reporting:
Ensure accurate and up-to-date vendor information, including contact details, contract terms, and performance records are readily available.
Develop and generate reports on vendor performance, payment status, and invoice tracking.
Analyse vendor data and provide insights or recommendations for process improvements and cost optimization.
Ensure data integrity and confidentiality in accordance with data protection and privacy regulations.
Managing Vendor management related queries (internal & external)
Vendor Governance & Vendor Performance:
Have a formal Governance structure & strategy in place with clear documentation and escalation matrix.
Meet vendors as part of regular Governance to review performance and encourage collaboration.
Define clear Performance criteria's (Vendor scorecard), that includes vendor KPI's, SLA'S & clear quality delivery criteria's
Process Improvement and Optimization:
Identify opportunities to streamline and automate vendor management and invoicing processes.
Work with cross-functional teams to implement process improvements and best practices.
Collaborate with IT teams to leverage technology solutions, such as vendor management systems or invoice automation tools.
Continuously monitor and evaluate vendor management and invoicing processes for efficiency and effectiveness.
Look for opportunities of vendor standardization & consolidation and ways of optimizing cost & efforts.
Track, monitor and control costs, drive service excellence and mitigate risks to gain increased value from vendors throughout the contract life cycle
Qualifications and Skills:
Any Bachelor's /Post graduate degree in Business Administration, or a related field (or equivalent experience)
Around 8+ years of experience into core HR Operations, handling vendors, vendor engagement etc.
Proven experience in vendor management, invoicing, or procurement roles
Excellent stakeholder Management
Strong knowledge of vendor management processes, contract management, and invoice validation
Should be able to operate and deliver in ambiguous environments
Service mentality and excellent customer orientation skills
Strong analytical and problem-solving skills
Strong communication and relationship-building abilities
Ability to work independently and collaboratively in a team environment
Excellent Excel Skills
Operating Network
Internal: HR Leadership Team, HR CoEs, Finance, Accounts, HR direct, procurements
External: Vendors & service providers
