Procurement Support Executive

Procurement Support Executive Central Procurement

Role Purpose

The Procurement Support Executive will provide function-wide operational, data, MIS, and coordination support across the Procurement function.

The role is designed to own paperwork, system hygiene, trackers, reporting, renewals, and follow-ups, enabling category owners and senior leaders to focus on commercial strategy, negotiations, and delivery.

This role operates within the existing Procure-to-Pay (P2P) ecosystem and does not own commercial decisions or supplier negotiations.

Key Responsibilities

1. Documentation & Paperwork Ownership (All Categories)

• Manage end-to-end procurement documentation including RFQs/RFPs, BOQs, quotations, comparative statements, approvals, PO packs, contracts, amendments, AMCs, licences, and renewals.
• Ensure accuracy, version control, audit readiness, and data hygiene.
• Act as the single point of discipline for procurement paperwork.

2. Core Systems & Tools (As per Emeritus Procurement Policy)

The role will actively work on and maintain data across the current procurement operating systems, including:

a) Coupa (Primary P2P System)

• Support PRPO lifecycle tracking.
• Maintain sourcing records, approvals, and procurement documentation.
• Track commitments, PO status, and closures.
• Ensure alignment between system records and supporting documents.

b) SAP (Finance & ERP)

• Support budget tracking, commitments, accruals, and actuals.
• Assist in reconciliation between procurement data and finance records.
• Maintain SAP-ready datasets for audits and reviews.

c) Lexion (Contract Management System)

• Upload, track, and manage contracts, amendments, and renewals.
• Maintain contract metadata, expiry dates, and compliance records.
• Support retrieval of contracts during audits and leadership reviews.

d) Spreadsheets & Collaboration Tools

• Excel / Google Sheets for trackers, comparative statements, and MIS.
• SharePoint / Drive for document repositories.
• Outlook / Teams for coordination and follow-ups.

3. Data Management, MIS & Reporting

• Own single-source-of-truth trackers for:
• RFQs / sourcing status
• PO issuance, delivery, and closure
• AMC, warranty, and licence renewals
• Vendor compliance and documentation
• Prepare weekly, monthly, and ad-hoc MIS for leadership and governance reviews.

4. Renewals, Compliance & Follow-ups

• Track AMC, licence, and warranty expiries across all categories.
• Trigger renewal actions well in advance and coordinate with vendors/OEMs.
• Prevent last-minute escalations and compliance gaps.

5. Vendor & Internal Coordination

• Act as the follow-up anchor with vendors, OEMs, and internal stakeholders.
• Track pending clarifications, documents, and approvals.
• Reduce ad-hoc operational load on senior procurement resources.

6. SAP, Audit & Governance Support

• Maintain data in SAP-aligned and audit-compliant formats.
• Support internal and external audits by collating clean datasets.
• Ensure historical procurement records are structured and retrievable.

7. Process Discipline & Standardisation

• Support standardisation of templates, trackers, and filing structures.
• Ensure adherence to procurement governance and approval workflows.

Skills & Competencies

Functional

• Working knowledge of Coupa, SAP (finance touchpoints), and contract management systems (Lexion).
• Strong proficiency in Excel / Sheets, MIS, and data reconciliation.
• Understanding of procurement and P2P workflows.

Behavioural

• High attention to detail and ownership mindset.
• Strong follow-up and coordination capability.
• Comfortable operating in governance-driven, system-led environments.

Experience & Qualification

• 25 years in procurement operations, MIS, or support roles.
• Prior exposure to ERP / P2P systems preferred.
• Graduate in Commerce, Management, Engineering, or equivalent.