The posting
About Aptia
Founded to shape the future of pensions, health, and insurance solutions, Aptia is a leading professional services firm dedicated to simplifying complexity for businesses and individuals. We bring together cutting-edge technology and deep industry expertise to help organisations navigate an evolving landscape with clarity and confidence.
With a presence in the US, UK, India, and Portugal, we support over six million people and more than 1,100 clients, delivering solutions that drive efficiency, enhance financial security, and provide peace of mind.
Our strength lies in the combination of smart technology and expert teams, ensuring that managing pensions, health, and insurance is more effective. By focusing on innovation, accessibility, and client success, we help businesses take care of their people, so they can focus on what they do best.
And we are expanding. Aptia Group is not only fueled by our investors' backing but also by our commitment to foster the growth and success of our people. At Aptia, we're investing heavily in learning and development, paving unique career paths for our colleagues.
Specialist. Responsive. Thoughtful. Our values aren't just words; they are the backbone of our business. Our team embodies our values daily, to surpass client expectations, evolve constantly and nurture genuine relationships for the long-term.
Job requirements
Job Description: Procurement Executive
Location: Mumbai
Department: Procurement
Reports To: Procurement Operations Manager
Role Purpose
The Procurement Executive provides administrative, operational, and analytical support to the procurement function. The role ensures efficient processing of purchase requests, supplier documentation, purchase orders, contract records, and procurement reporting while maintaining compliance with company policies and procedures.
The position plays a critical role in enabling procurement operations by improving process efficiency, maintaining procurement data accuracy, supporting vendor management activities, and ensuring timely completion of procurement transactions.
Key Responsibilities
Procurement Administration
- Create and process purchase requisitions and purchase orders (POs).
- Update and manage contracts , NDA, Scope of work documents in Contract Life Cycle Management tool.
- Track purchase orders from creation through delivery and closure.
- Maintain procurement documentation, supplier records, contracts, and approval workflows.
- Ensure procurement transactions comply with company procurement policies.
- Coordinate with internal stakeholders to obtain required approvals and supporting documentation.
Vendor & Supplier Support
- Manage Vendor onboarding
- Maintain supplier databases and vendor master records.
- Support supplier onboarding, due diligence, and documentation collection.
- Liaise with vendors regarding order status, delivery schedules, invoices, and documentation.
- Monitor supplier performance records and update procurement systems.
Data Management & Reporting
- Maintain accurate procurement data within D365 Finance and Operations and other procurement systems.
- Generate periodic reports on spend, savings, supplier performance, contract renewals, and procurement KPIs.
- Analyze procurement data to identify trends and opportunities for process improvements.
- Support audits by providing procurement records and documentation.
Invoice & Payment Coordination
- Perform purchase order and invoice matching.
- Resolve discrepancies between purchase orders, receipts, and invoices.
- Coordinate with Finance and Accounts Payable teams to facilitate timely vendor payments.
- Track open purchase orders and outstanding invoices.
Contract & Compliance Support
- Maintain a repository of supplier agreements and contracts.
- Monitor contract renewal dates and compliance requirements.
- Ensure procurement records are audit-ready and compliant with internal controls.
- Support governance, risk, and compliance activities related to procurement operations.
Stakeholder Coordination
- Work closely with internal departments to understand procurement requirements.
- Provide status updates on procurement requests and vendor engagements.
- Assist procurement managers with sourcing initiatives and special projects.
- Support continuous improvement initiatives across procurement processes.
Qualifications
Education
- Bachelor's degree in Business Administration, Supply Chain Management, Commerce, Finance, or a related field.
- Professional procurement certification (CIPS, CPSM, CPP, or equivalent) is an advantage.
Experience
- 3 - 7 years of experience in procurement operations, purchasing, supply chain support, or procurement administration.
- Experience working with ERP system of D365, CLM systems, HR systems Workday, or similar platforms is preferred.
- Experience in a multinational or shared services environment is desirable.
Required Skills
Technical Skills
- Procurement and purchasing process knowledge.
- ERP and procurement system proficiency.
- Advanced Microsoft Excel skills.
- Data analysis and reporting capabilities.
- Document management and records administration.
Behavioral Competencies
- Strong attention to detail and accuracy.
- Excellent organizational and time-management skills.
- Ability to manage multiple priorities and deadlines.
- Strong communication and stakeholder management skills.
- Problem-solving and analytical mindset.
- Commitment to compliance and process discipline.
Key Performance Indicators (KPIs)
- Purchase Order processing turnaround time.
- Accuracy of procurement data and records.
- Supplier onboarding cycle time.
- Invoice matching and resolution efficiency.
- Procurement compliance adherence rate.
- Contract renewal tracking effectiveness.
- Stakeholder satisfaction scores.
- Timely completion of procurement reports and analytics.
Success Profile
A successful Procurement Executive is highly organized, process-oriented, and detail-focused. They ensure procurement operations run smoothly, maintain accurate records, support supplier and stakeholder interactions, and provide reliable reporting that enables effective procurement decision-making across the organization.
How to apply
If you are interested in this role, then we’d love to hear from you. Please go ahead and click apply and submit your resume with appropriate contact information.
Aptia is committed to creating a diverse, inclusive and equitable work environment. At Aptia, fostering an equitable and inclusive environment for all our people to flourish is a priority. We are an equal opportunity employer and aim to attract and retain the best people without attention to age, background, disability, ethnic origin, family duties, political affiliation, race, religion, gender and sexual orientation.
If there are any reasonable adjustments we can make to the recruitment process to ensure it is accessible to you, we encourage you to reach out to us.
