Vendor Coordinator III
Astreya · Hyderabad
Role Title
Vendor Management Analyst II
Department
Vendor Management Office (VMO) & Workplace Technology
Employment Type
Full-Time
Location
Hyderabad, India (Hybrid)
Working Hours
Shift Options: 13:00–22:00 IST (EMEA/NAMER overlap) or 10:00–19:00 IST
Reports To
Manager, Vendor Management Office
ROLE OVERVIEW
At Astreya, we power the technology that drives global enterprise operations. As a Vendor Management Analyst II, you will serve as a crucial backbone for our Vendor Management Office (VMO), ensuring operational excellence, commercial accuracy, and strong partner governance across our AV integration, facilities, network, and service desk partners.
This role is ideal for an analytical, detail-oriented professional skilled in data reconciliation, SLA/KPI performance tracking, and vendor financial integrity. Working directly with raw ticket, contract, and invoice data, you will generate actionable insights and evidence packs for leadership and key governance reviews.
KEY RESPONSIBILITIES
1. Scorecards & SLA / OLA Reporting (Seat A lead)
- Build and publish the monthly partner scorecard from ticket data: SLA and OLA attainment, quality findings, chargebacks and remediation status.
- Reconcile partner self-reported performance against Astreya's own ticket records, and flag every variance with its cause.
- Prepare the monthly performance review and quarterly business review packs for the Vendor Relationship Manager III and the Manager.
2. Remediation & Incident Evidence (Seat A lead)
- Track remediation plans action by action against their dates and exit conditions, and raise slippage at the weekly sync.
- Assemble the incident and ticket trail, impact quantification and mitigation record for attribution cases within the agreed window.
- Maintain the jeopardy log of major incidents and partner-related readiness issues raised by the PMO and delivery functions.
3. Rate Card, Invoice & Credit Validation (Seat B lead)
- Validate Tier-1 partner invoices line by line against rate cards, approved change requests, purchase orders and delivered work; sample-check lower tiers.
- Track service credits from client levy through attribution to partner recovery, and keep the credit register reconciled with Finance.
- Reconcile what Astreya pays partners against what it bills the client for the same work, and report the variance monthly.
4. Change Requests, Spend & Renewal Packs (Seat B lead)
- Maintain the change-request log and the rate-card register, and check every request against scope before it is approved.
- Produce spend analysis by partner, service line and region, with trend and variance commentary.
- Build the performance and spend packs used for renewal, re-scope and exit decisions.
5. Cross-Cover & Mentoring
- Cover the other seat during leave and peaks, using the shared SOPs and templates.
- Review the Level I analyst's records in your area and coach on data quality.
- Propose automation of recurring reports and checks, and test changes before they go live.
PERFORMANCE & SERVICE LEVELS
Indicative performance targets for the role; final service levels are confirmed on engagement and measured per partner.
- Scorecard Timeliness: partner scorecards published by the fifth business day of each month for 100% of partners.
- Reconciliation Accuracy: partner-reported performance reconciled to ticket data, with 100% of variances explained.
- Invoice Validation: 100% of Tier-1 partner invoices validated before approval; lower tiers sampled to the agreed rate.
- Credit Register: 100% of client-levied credits tracked from levy to attribution to recovery, reconciled with Finance monthly.
- Evidence Packs: incident evidence assembled within the agreed attribution window.
- Change Control: every change request checked against scope and rate card before approval.
TOOLS & SYSTEMS
- Ticketing & Evidence: enterprise ticketing (ITSM) incident, request and change records, used as the evidence trail for SLA, OLA and attribution work
- Contract & Commercial: contract repository and rate-card registers, change-request log and service-credit schedules
- Governance: partner scorecards, risk register, action and remediation trackers, QBR and MBR pack templates
- Finance Data: ERP purchase-order, goods-receipt and invoice data for pay-versus-charge reconciliation
- Reporting: BI dashboards and advanced spreadsheet modelling (pivot, lookup, scenario models)
REQUIRED SKILLS & EXPERIENCE
Basic Qualifications
- 3–6+ years in vendor performance, supplier management, commercial analysis, invoice reconciliation or service reporting in IT or facilities services.
- Advanced spreadsheet skills: pivots, lookups, reconciliations across large data sets, and clear presentation of results.
- Experience reconciling invoices or service reports to contracts, rate cards and source records.
- Working knowledge of SLAs, KPIs and service-credit mechanisms.
- Confident written and spoken English, including preparing material for partner and client-facing meetings.
- Willingness to work the assigned seat's hours, including the 13:00–22:00 IST window for Seat A.
Preferred Qualifications
- Experience with ITSM data (ServiceNow or equivalent) and BI tools.
- Exposure to AV integration, workplace technology or facilities service partners.
- ERP purchase-order and invoice data (SAP or equivalent).
- ITIL 4 Foundation or a procurement or contract-management qualification.
SEAT PROFILES & PROGRESSION
- Performance & Quality Focus — Drive partner scorecards, monitor SLA/OLA attainment, uncover quality insights, and track remediation action plans.
- Commercial & Billing Focus — Oversee rate cards, validate invoices, manage service credits, evaluate change requests, and build spend analytics.
- Collaborative Environment — Work within a structured VMO team with direct guidance and mentorship from senior Vendor Relationship Managers and VMO leadership.
- Career Growth & Progression — Advance your career by owning key Tier-1 partner relationships, leading end-to-end attribution, and presenting key insights at executive partner r