Consultant - Admin

About the Team

The PayU Admin team ensures seamless operational excellence, managing internal processes and infrastructure that keep our payment solutions running smoothly. We're the backbone that empowers teams to deliver world-class fintech experiences to millions of users.

About the Role

It will be renewable contract role who will be responsible for end-to-end administrative operations related to invoice processing, procurement documentation (PR/PO), agreement handling, vendor management, finance reporting, and travel bill provisioning. The role ensures smooth coordination between the Admin, Finance, and Procurement teams, maintaining accurate records, timely processing, and compliance with internal policies.

Responsibilities:

A. Invoice Processing

• Handle complete invoice processing for the Admin Department.
• Verify invoices against purchase orders, delivery challans, agreements, and internal approvals.
• Coordinate with vendors for corrections, clarifications, or missing documentation.
• Submit verified invoices to Finance for timely payments.
• Maintain invoice trackers and ensure aging is monitored.

B. Procurement Operations (PR/PO Processing)

• Create, review, and maintain Purchase Requests (PR) as per departmental requirements.
• Coordinate with Procurement for Purchase Order (PO) creation and updates.
• Track PO status, follow up for approvals, and ensure closure of POs after service completion.
• Perform periodic open PO reviews and coordinate for timely closure.

C. Agreement & Documentation Handling

• Handle agreement processing including drafts, renewals, amendments, signatures, and filing.
• Ensure all vendor contracts comply with company policies and legal requirements.
• Maintain updated repository of agreements and contract expiry alerts.

D. Vendor Management & Documentation

• Ensure timely collection and verification of vendor KYC documents (PAN, GST, bank details, MSME certificates, etc.).
• Maintain vendor master data accuracy for Finance & Procurement systems.
• Support vendor onboarding and compliance updates.

E. Finance Reporting & Provisioning

• Prepare monthly finance provisions for admin expenses (invoices pending, accruals, travel provisions, etc.).
• Maintain and update dashboard reporting for expenditure, open items, and key admin metrics.
• Support Finance in monthly, quarterly, and yearly closing activities.

F. Travel Bills Processing

• Validate travel-related expense bills in line with travel policies.
• Coordinate with employees and travel vendors for any discrepancies.
• Process travel provisions and update reports to Finance.

G. Year-End Compliance & NOCs

• Coordinate with all vendors to collect Year-End No Objection Certificates (NOCs).
• Ensure all dues, services, and invoices are reconciled before collecting NOCs.
• Maintain proper documentation for audit and compliance.

H. Reporting & Dashboard Management

• Maintain accurate trackers for invoices, PR/POs, agreements, vendor documents, and expense provisioning.
• Prepare monthly dashboards summarizing admin operations, spending trends, open items, and status reports.
• Present MIS reports to management as required.

Requirements

Technical Skills

•                Strong knowledge of invoice workflow, PR/PO lifecycle, and procurement operations.

•                Familiarity with ERP systems .

•                Proficiency in MS Excel (VLOOKUP, Pivot Tables) and reporting tools.

Soft Skills

•                Good communication and vendor coordination skills.

•                Strong attention to detail and documentation accuracy.

•                Ability to manage multiple tasks and meet deadlines.

•                Problem-solving and analytical abilities.

4. Qualifications & Experience

•                Bachelor’s degree in Commerce, Business Administration, or related field.

•                2–5 years of experience in admin operations, invoicing, procurement, or finance coordination.

•                Experience in working with cross-functional teams (Admin, Finance, Procurement).

5. Key Performance Indicators (KPIs)

•                Timeliness and accuracy of invoice processing.

•                Zero escalations on delays or mismatched documentation.

•                PO closure rate and accuracy of open PO updates.

•                On-time submission of dashboard and finance reports.

•                Compliance score for vendor documents and agreements.

•                Completion of year-end NOCs before deadlines