Procurement Officer

Role Purpose

Datamatics Business Solutions is seeking a motivated Procurement Officer to oversee all operational procurement activities. This role is crucial for driving commercial value through effective vendor negotiation, cost optimization, and structured vendor management. The Procurement Officer will be responsible for ensuring the timely sourcing of goods and services, efficient purchase order execution, accurate invoice validation, proactive renewal tracking, and the punctual fulfillment of all procurement requests.

This is a full-time, office-based position located in Andheri East, Mumbai. The role requires close collaboration with internal stakeholders across various departments, the Finance team, and external vendors to guarantee smooth day-to-day procurement operations and strict adherence to organizational policies and compliance standards.

Key Responsibilities

Vendor Management & Negotiation

• Engage with suppliers to solicit quotations, conduct commercial discussions, and negotiate terms.
• Benchmark pricing across the market to identify and implement cost-saving opportunities.
• Assist in the vendor selection process, including empanelment and performance assessment.
• Maintain and update the vendor database and ensure all onboarding documentation is current.

Procurement Execution & Fulfillment

• Process approved purchase requisitions and generate Purchase Orders (POs) in accordance with the established approval matrix.
• Collaborate with internal stakeholders to finalize specifications, confirm quantities, and confirm delivery timelines.
• Monitor procurement requests throughout their lifecycle to ensure on-time fulfillment and successful closure.

Invoice Validation & Payment Coordination

• Validate vendor invoices against corresponding POs, contract terms, and delivery confirmations.
• Address and resolve any billing discrepancies in coordination with vendors and internal departments.
• Liaise with the Accounts team to ensure accurate and timely processing of vendor payments.

Renewal & Contract Tracking

• Manage and maintain a comprehensive renewal calendar for all contracts, subscriptions, and service agreements.
• Initiate renewal discussions well in advance to prevent any disruption in services.
• Support the management and organization of contract documentation within the repository.

MIS & Reporting

• Develop and maintain essential procurement trackers, renewal dashboards, and cost-saving reports using Microsoft Excel.
• Prepare concise procurement summaries and management presentations using Microsoft PowerPoint.
• Provide regular updates on procurement status and key metrics to leadership and stakeholders.

Compliance & Stakeholder Coordination

• Ensure all procurement documentation is complete, accurate, and readily available for audits and policy compliance checks.
• Serve as the primary point of contact for internal users and external vendors for all procurement-related inquiries.
• Uphold and enforce defined procurement policies, internal controls, and established approval workflows.

Required Skills & Competencies for Procurement in Mumbai

• Advanced proficiency in Microsoft Excel, including creating trackers, generating reports, and performing data analysis.
• Practical experience using Microsoft PowerPoint for creating professional management presentations.
• Hands-on experience in conducting vendor negotiations and implementing cost optimization strategies.
• Solid experience in invoice validation processes and Purchase Order (PO) reconciliation.
• A strong understanding of the end-to-end procurement lifecycle and effective renewal management practices.
• Excellent follow-up, coordination, and interpersonal communication skills.
• Exceptional attention to detail and a strong commitment to process discipline.

Qualification & Experience for this Procurement Role

• Bachelor's degree in Commerce, Business Administration, Supply Chain Management, or a related field is required.
• A minimum of 2–4 years of relevant professional experience in procurement, sourcing, or accounts payable operations.
• Prior experience in IT or Services procurement is highly preferred for this Mumbai-based role.

Behavioral Attributes for Success

• Demonstrate commercial awareness with a consistent focus on cost savings.
• Exhibit a structured, organized approach with a strong ability to meet deadlines.
• Take ownership of tasks and possess a strong execution-oriented mindset.
• Maintain professional and effective communication with both vendors and internal stakeholders.