Role Overview

The Workflow Specialist is responsible for supporting transactional procurement and vendor master operations by ensuring accurate processing of purchase requisitions, purchase orders, vendor creation, and vendor master maintenance activities. The role involves validating requests and documentation, coordinating approvals, resolving stakeholder queries, maintaining data integrity, and ensuring compliance with established processes, service level agreements (SLAs), and quality standards.

Key Skills: 

• Experience in Transactional Procurement and/or Vendor Master Management
• Working knowledge of ERP systems, preferably SAP
• Proficiency in MS Office applications
• Strong verbal and written communication skills
• Analytical and problem-solving abilities
• Attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Strong stakeholder management and teamwork skills

Key Responsibilities:

• Procurement & Purchase Order Management
• Validate purchase requisitions and convert approved requests into Purchase Orders (POs).
• Review and verify approvals, supporting documents, and checklists before PO creation and dispatch.
• Follow up with stakeholders to obtain timely approvals for requisitions and POs.
• Manage PO confirmations, amendments, and expediting activities.
• Coordinate with buyers, requesters, and suppliers to ensure smooth transaction processing.

Vendor Master Management

Validate documentation submitted for vendor creation, modification, and maintenance requests.

Review and verify approvals, supporting documents, and compliance requirements before processing vendor requests.

Create, update, and maintain vendor master records while ensuring data accuracy and integrity.

Process vendor profile amendments and communicate updates to relevant stakeholders.

Operational Support & Stakeholder Management

• Serve as a point of contact for queries from requesters, suppliers, buyers, and internal stakeholders.
• Communicate regularly through email and phone to resolve issues and provide status updates.
• Maintain a thorough understanding of procurement and vendor master workflows and their business impact.
• Identify, investigate, and resolve processing exceptions and discrepancies.

Reporting & Compliance:

• Generate and analyze standard operational reports using reporting tools.
• Monitor workflow queues and transaction status to ensure timely completion.
• Escalate issues, risks, and process bottlenecks as appropriate.
• Ensure adherence to policies, procedures, internal controls, and compliance requirements.
• Maintain quality, accuracy, and turnaround time (TAT) in line with defined Service Level Agreements (SLAs).

Success Measures:

• Timely and accurate processing of procurement and vendor master transactions
• High data quality and compliance standards
• Achievement of SLA, TAT, and productivity targets
• Effective stakeholder satisfaction and query resolution
• Minimal processing errors and timely escalation of issues

NOTE:

PAN and DOB are required for profile creation