Pre Purchase coordinator - Associate - EY Global Delivery Services

Job Summary

• Vendor empanelment documentation specialist – Individually manage the review and confirmation of documentation relating to renewals of existing vendors and empanelment of new vendors.
• This role holder shall coordinate between vendors and other stakeholders in Procurement , Risk Management , SL/SF operations to drive timely end to end Spurce to Pay (S2P) activities which comprises of Pre Purchase, Purchase and Post Purchase.
• Purchasing activities for less than threshold which includes taking quotations, negotiation and PR/PO creation. Will also help with vendor chase up’s for delivery and answer any vendor queries.
• Drive or coordinate the payment follow ups and/or related post purchase activities.
• End to end S2P Accountability and responsibility as per the defined RACI.

Essential Functions of the Job

Pre Purchase (BRET) 

• Ensure timely upload of BRET documents by vendors
• Review of documents uploaded by vendor to ensure completeness and based on defined guidelines
• Confirm with automated mail from supplier portal if the document is complete or reject with automated mail with reason for rejection from supplier portal if document is incomplete
• Review of corrected/additional documents once uploaded by vendor again after rejection to ensure completeness and based on defined guidelines
• Uploading the BRET entry in the global BRET tool if its meet the criteria
• Coordinate with procurement and RM team if the BRET is returned from tool for additional details and resubmitting the same for approval post collating all required details
• Update the vendor master in Acuity , once the BRET is approved from the global BRET tool
• Initiating the value enhancement of BRETs based on business requirements and updating the same in TRAXX post approvals
• Solicit quotes, negotiate and raise PO (where required) for requirements. Follow up for delivery (where required) and SRN/GRN
• Collaborate well with the teams in other GDS locations to get relevant support and activities completed
• Work consistently, and occasionally extended hours, to accomplish tasks ahead of deadline

Purchase and Post Purchase

• Review and validate the intake form for completeness
• Help identify new vendors from market and facilitate the vendor onboarding
• Obtain vendor quotations and confirm with SL/SF operations to finalise the vendor
• Coordinate with vendor to obtain compliance registration documents and obtain clearance from vendor compliance team
• Initiate BRET activities and coordinate with BRET team on the BRET decision
• Create PO’s in Mercury
• Create GRN SRN in Mercury upon goods/services delivery confirmation.
• follow up for SL/SF , Finance and S2P buyer approvals
• Coordinate with vendor and the requestor to ensure the timely delivery of goods/services
• Initiate and close the end to end SRN and GRN activities
• Help business and vendors with payment issues and remove any bottleneck

Analytical / Decision Making Responsibilities

• Review relevant fields on documents across the S2P process to ensure completeness
• In case of amendments, value enhancements, initiate discussions with procurement and stakeholders for identifying additional value required

Knowledge and Skills Requirements

• Good knowledge in Microsoft office tools especially excel
• Knowledge on Purchase and payment processes.
• Good organization, analytical and problem-solving skill
• Go getter, Positive, can do attitude and adequate business acumen

• Strong communication (verbal and written) and interpersonal skills – able to handle conflict situations and resolve issues satisfactorily
• Culturally sensitive, capable of handling interactions with all locations across GDS.

Job qualifications

Education: A degree; or equivalent work experience

Experience: 2+ years’ experience in handling operations and purchase related activities