Finance Executive (Vendor Relations)

Finance Executive - Vendor Relations & Outstanding Management

Job Title: Finance Executive - Vendor Relations & Outstanding Management

Role Overview

The Finance Executive – Vendor Relations will be responsible for managing the complete vendor financial lifecycle, including invoice processing, outstanding management, contract administration, vendor communication, and legal compliance. This role ensures that Creativefuel maintains strong vendor relationships, accurate financial books, timely payments, and risk-free contractual engagements. The position requires strong financial acumen along with working knowledge of contracts, agreements, and compliance.

Key Responsibilities

Vendor Communication & Relationship Management

• Serve as the primary point of contact for all vendors regarding payments, invoice status, contract queries, and documentation.
• Maintain timely and transparent communication to build strong vendor trust and avoid operational delays.
• Introduce a structured Vendor Feedback Form to assess vendor satisfaction, performance, and process gaps, and present feedback insights to management.
• Coordinate with internal departments (Procurement, Operations, Finance, Legal) to address vendor concerns quickly and efficiently.

Invoice Management & Payables

• Track and manage all vendor invoices, ensuring accuracy, completeness, and timely submission.
• Verify invoices against purchase orders, contracts, deliverables, and service reports.
• Maintain an updated vendor ledger with detailed ageing analysis (7/15/30/60+ days).
• Ensure timely processing of payments based on agreed timelines, credit periods, and internal approval workflows.
• Prepare weekly vendor payment schedules with cash-flow considerations for management review.

Outstanding & Reconciliation Management

• Monitor vendor outstanding balances and reconcile periodically with vendor statements.
• Highlight overdue payments, discrepancies, or missing documentation to management.
• Ensure smooth closure of monthly and quarterly vendor reconciliation cycles.
• Maintain complete audit trails for all vendor-related financial activity.

Contracts, Agreements & Legal Compliance

• Ensure every vendor working with Creativefuel has a valid, signed contract or agreement before any engagement.
• Coordinate with the legal team to prepare, review, update, and renew vendor contracts.
• Verify contract terms such as payment timelines, service-level agreements, deliverables, penalty clauses, and legal obligations.
• Maintain a centralised repository of all vendor contracts, ensuring expiry tracking and timely renewals
• Ensure complete compliance with internal SOPs and legal requirements regarding vendor onboarding.

Dispute Resolution

• Investigate and resolve issues related to invoice mismatches, service discrepancies, rate card conflicts, or missing deliverables.
• Document all disputes with clear resolution logs and ensure timely closure.
• Follow escalation protocols when disputes impact timelines, financials, or operations.

Reporting & Documentation

• Prepare weekly, monthly, and quarterly outstanding reports for leadership.
• Maintain vendor payment history, credit utilisation, performance records, feedback forms, and communication logs.
• Create internal dashboards for vendor ageing, contract status, and payment performance.
• Provide data and support for internal/external audits.

Process Improvement

• Build structured workflows for vendor onboarding, invoicing, contract management, and payment approvals.
• Work with finance leadership to automate vendor ageing, outstanding tracking, and documentation workflows.
• Identify inefficiencies and propose improvements to minimise delays and errors.

Requirements

Educational & Professional

• Bachelor’s degree in Finance, Accounting, Commerce, or Business Administration.
• Additional exposure or certification in contract management or legal compliance is an advantage.
• 3–5 years of experience in vendor management, accounts payable, reconciliation, or finance operations.

Technical Knowledge

• Strong understanding of accounts payable processes and vendor lifecycle management.
• Working knowledge of basic legal frameworks, contract terms, clauses, and compliance requirements.
• Proficiency in Excel/Google Sheets (pivot tables, lookups, ageing formulas).
• Familiarity with accounting software Zoho Books is preferred.

Behavioural Competencies

• Strong communication and negotiation skills for vendor-facing conversations.
• High attention to detail, accuracy, and documentation discipline.
• Ability to manage large vendor networks and multi-department coordination.
• Problem-solving mindset with the ability to manage disputes professionally.

Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹41,666.00 per month

Benefits:

• Provident Fund

Application Question(s):

• What is your Current CTC? (in LPA)
• What is your Expected CTC? (in LPA)
• What is your Notice Period? (in days)
• Are you comfortable using your laptop for work?

Work Location: In person