Order Management Executive – Non-Trade Vendors

• Location: India
• Function: Order Management / Procurement Operations
• ERP: SAP Business One
• We are looking for an Order Management Executive – Non-Trade Vendors to manage purchase orders and vendor coordination for non-trade expenses such as services, rent, IT, administration, marketing, and other operational requirements.
• The role will focus on ensuring accurate PO creation, proper approvals, vendor documentation, GRN coordination, and complete documentation for smooth invoice processing and payment.

Key Responsibilities

• Receive purchase requests from departments and verify the appropriate budget owner and approvals.
• Obtain and compare at least three quotations and document the vendor selection.
• Create accurate non-trade Purchase Orders (POs) in SAP Business One according to the approval matrix.
• Onboard non-trade vendors and ensure complete documentation, including trade licence, tax registration, and bank details.
• Coordinate with requesting departments for delivery or service confirmation and GRN.
• Submit complete PO, GRN, and invoice packs to Accounts & Finance for booking and payment.
• Maintain and regularly update the PO tracker.
• Review open POs older than 60 days and ensure they are closed or escalated monthly.
• Coordinate with vendors and internal teams to resolve PO, documentation, and delivery-related issues.

Key Performance Indicators

• PO accuracy: 98% or higher
• Three-quote compliance: 100% or approved exception
• Vendor onboarding documentation: 100% complete before the first PO
• Open POs above 60 days: Reviewed and closed or escalated monthly

Requirements

• Graduate, preferably in Commerce, Business Administration, Supply Chain, or a related field.
• 2–4 years of experience in order management, purchasing, procurement operations, or a similar role.
• Hands-on experience with SAP Business One or a similar ERP system.
• Good knowledge of Microsoft Excel.
• Strong attention to detail and documentation.
• Good vendor coordination and follow-up skills.
• Organised and process-oriented, with a strong focus on approvals and compliance.
• Comfortable working with teams across different countries and time zones.

Working Conditions

The position is based in India, with working hours requiring flexibility to overlap with UAE and other country teams when needed.