Vendor Desk Executive – Accounts Payable

Department: Finance & Accounts

Reporting To: Manager – Accounts Payable

Job Summary:

The Vendor Desk Executive will be responsible for managing the end-to-end vendor payment process, including invoice inward, verification coordination, vendor communication, and assisting in payment uploads to the bank. The role involves maintaining accurate records in the accounting software, ensuring timely vendor payments, and supporting internal control compliance within the Accounts Payable function.

Key Responsibilities:

• Manage and monitor all incoming vendor invoices, ensuring accurate inward entry in the accounting software.
• Coordinate with departments for invoice verification, approvals, and supporting documentation.
• Maintain vendor ledger details and track invoice processing status from receipt to payment.
• Prepare and update vendor payment proposals based on due dates and approved schedules.
• Assist in uploading payment files and batches to the bank portal for vendor disbursements.
• Ensure accuracy of vendor bank details and compliance with internal payment authorization processes.
• Track rejected or returned payments and coordinate for resolution with vendors and banks.
• Maintain records of invoices, payments, debit/credit notes, and related communication for audit readiness.
• Support reconciliation of vendor accounts and follow up for any pending documentation or disputes.
• Generate MIS reports for vendor payment status, aging, and other management requirements.
• Ensure compliance with GST, TDS, and other statutory norms while processing vendor bills.

Continuously work on improving vendor desk efficiency and payment turnaround time.

Qualifications & Experience:

Education: B. Com / M. Com / MBA (Finance) or equivalent.
• Experience: 2–3 years in Accounts Payable or Vendor Management, preferably in logistics, CFS, or warehousing operations.
• Technical Skills:
  – Proficiency in Tally ERP / SAP / any accounting ERP.
  – Knowledge of bank payment upload process and file formats (NEFT, RTGS, etc.).
  – Strong Excel and data management skills.

Key Competencies:

• Excellent organizational and coordination skills.
• Strong communication and vendor relationship management.
• Accuracy and attention to detail in invoice and payment processing.
• Good understanding of payment approval workflows and banking procedures.
• Ability to manage multiple priorities and meet payment deadlines.
• Ethical, reliable, and proactive team player.