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Role & responsibilities

Position: Executive Assistant (Technical Department)
Location: Bangalore (Innovare)
Job Type: Full-Time Contract (FTC)

Position Overview:

We are seeking a proactive Technical Administration Executive to oversee administrative functions, including managing purchase requests, procurement, invoices, and vendor coordination. The ideal candidate will also support project teams by coordinating and managing basic project requests from product owners / partners.

Key Responsibilities:

1. Procurement and Vendor Management:

• Process and manage purchase requests, ensuring compliance with company policies.
• Coordinate with vendors to obtain quotations, negotiate terms, and finalize procurement.
• Monitor and track procurement activities, maintaining accurate records.

2. Invoice and Payment Management:

• Verify invoices against purchase orders and delivery receipts.
• Coordinate with finance for timely processing of payments.
• Maintain an organized invoice filing system for audit purposes.

3. Project Support and Coordination:

• Serve as a point of contact for basic project requests from product owners and internal correspondents.
• Document user requirements / technical documents and coordinate with relevant Teams for implementation.
• Track progress of project changes and update stakeholders accordingly.

4. Administrative Support:

• Maintain and update procurement databases, vendor lists, and inventory records.
• Ensure compliance with procurement policies and guidelines.
• Assist in preparing reports and summaries related to purchases and project updates.

5. Communication and Coordination:

• Liaise with internal teams and product owners to ensure effective communication.
• Address and resolve any procurement or project-related queries promptly.

Qualifications and Skills:

• Educational Background: Bachelors degree or Diploma in business administration or science or Technical, Supply Chain Management, or a related field.
• Experience: 2 minimum -4 years in administrative roles, preferably involving procurement or project coordination in a technical organization

Skills:

• Strong organizational and multitasking abilities.
• Proficient in MS Office Suite (Excel, Word, PowerPoint).
• Excellent communication and negotiation skills.
• Ability to work independently and meet deadlines.
• Knowledge: Familiarity with procurement processes, invoice handling, and basic project management principles.
• Tools like Coupa

Key Competencies:

• Attention to detail and accuracy.
• Problem-solving and decision-making capabilities.
• Ability to build and maintain professional relationships.
• Adaptability and willingness to take on new challenges.
• This role offers an exciting opportunity to contribute to operational efficiency and project success within a dynamic team environment.