Deputy Manager - Vendor Accounting - Freight

Key Roles & Responsibilities

Team Management & Operations

• Lead, guide, and supervise a team of 4–5 Vendor Accounting Associates to ensure smooth execution of daily operations.

• Allocate workloads, monitor productivity, and ensure adherence to defined service levels and turnaround times.

• Review team performance, provide coaching and development support, and ensure process compliance.

• Assist in managing the vendor accounting function and support the accurate and timely processing of vendor invoices.

• Ensure all invoices are processed in accordance with established policies, procedures, and internal controls.

Invoice Processing & SAP Operations

• Oversee processing of PO-based invoices, Non-PO invoices, service invoices, and freight invoices.

• Verify invoices against supporting documents provided by plant officials and coordinate with user departments for clarifications wherever required.

• Ensure timely parking and posting of invoices in SAP within defined timelines.

• Review service entry documentation and supporting approvals before processing.

• Monitor vendor portal activities and ensure seamless invoice processing and tracking.

• Ensure timely resolution of invoice discrepancies, blocked invoices, and processing exceptions.

Vendor & Stakeholder Management

• Support vendor relationship management by facilitating communication and resolving operational issues.

• Act as the primary escalation point for invoice processing, payment, and reconciliation-related concerns.

• Collaborate with Plant Accounting Managers, Commercial Heads, Procurement Teams, User Departments, and Vendors to ensure smooth operations.

• Coordinate with GL Accounting teams for provision entries, accruals, reconciliations, and month-end closure activities.

Compliance & Financial Controls

• Contribute to the implementation and maintenance of financial controls and procedures to safeguard company assets.

• Assist in ensuring compliance with accounting standards, tax regulations, internal controls, and company policies related to vendor transactions.

• Maintain and review trackers related to statutory compliance requirements, including ESI and PF compliance for service invoices.

• Share compliance trackers with Plant Accounting Managers and Plant HR teams to ensure timely follow-up and adherence.

• Coordinate with scanning officials and ensure proper archival and maintenance of accounting records and supporting documents.

• Support internal and external audit requirements and provide necessary documentation when required.

Reporting, Analysis & Process Improvement

• Monitor operational KPIs and prepare MIS reports for review by the Process Owner.

• Support analysis of vendor expenses, payment trends, and transaction data to identify process improvement and cost-saving opportunities.

• Identify process bottlenecks and recommend improvements to enhance efficiency, accuracy, and control.

• Drive adherence to standard operating procedures and continuous improvement initiatives across vendor accounting operations.

Job Specifications

Experience

• 6–12 years of experience in Accounting, Finance, Accounts Payable, or Vendor Accounting functions.

• Minimum 2–3 years of hands-on SAP experience in invoice processing, vendor accounting, and financial transaction management.

• Experience in using accounting software and ERP systems for invoice processing, reconciliations, and financial reporting.

• Prior experience in team handling or process supervision will be preferred.

• Exposure to Freight Accounting processes will be an added advantage.

Qualification

• Bachelor's Degree in Commerce, Accounting, Finance, or a related discipline.

• MBA (Finance) or equivalent postgraduate qualification will be an added advantage.

Certifications

• Professional certifications in Accounting, Finance, SAP, Shared Services, or Procure-to-Pay (P2P) processes will be preferred.

Competencies

Behavioural

• Strong leadership and team management skills with the ability to guide and mentor junior associates.

• Strong interpersonal skills with the ability to communicate effectively and collaborate with internal stakeholders and vendors.

• Detail-oriented with excellent organizational and prioritization skills.

• Ability to manage multiple tasks and deadlines in a dynamic environment.

• Proactive, solution-oriented mindset with strong problem-solving capabilities.

• Ability to work independently as well as collaboratively within a team environment.

Functional

• Strong understanding of Vendor Accounting and Accounts Payable processes.

• Knowledge of invoice processing, vendor reconciliation, payment cycles, and financial reporting.

• Understanding of accounting principles, financial controls, and compliance requirements.

• Familiarity with accounting standards, taxation requirements, and statutory compliance related to vendor transactions.

• Experience in operational reporting, data analysis, and process governance.

Technical

• Strong working knowledge of SAP with at least 2–3 years of hands-on experience.

• Proficiency in Microsoft Office applications, particularly Excel, for data analysis, reporting, and reconciliation activities.

• Familiarity with vendor portals, accounting software, and ERP systems.

• Ability to navigate and utilize ERP systems effectively for invoice processing, reporting, and financial controls.

• Understanding of financial controls, documentation requirements, and process governance frameworks.