ROLE OVERVIEW
As a Vendor Contract & Reconciliation Analyst, you will play a key role in delivering financial and contractual clarity across Astreya's managed portfolio. In this dynamic position within our Vendor Management Office, you will bridge the gap between executed contracts and actual procurement spend. You will take ownership of contract integrity—ensuring records, term dates, and legal entity details are accurately tracked—while performing financial reconciliations to eliminate cost variances and ensure complete spend visibility.
By ensuring seamless alignment between contracts, purchase orders, and invoices, you will drive compliance, mitigate financial risk, and deliver audit-ready spend intelligence. If you thrive on solving complex reconciliation challenges, creating single-source-of-truth accuracy, and empowering strategic business decisions, this role offers an exceptional opportunity to make a measurable operational impact.
KEY RESPONSIBILITIES
1. Contract Integrity & Verification
- Verify which contracts in the managed portfolio are genuinely active, distinguishing live agreements from expired, superseded and terminated records.
- Confirm each record against the executed agreement rather than against a secondary system, so the source of truth is the contract itself.
- Identify records that are incomplete, duplicated or inconsistent, and drive them to correction through the governed workflow.
- Flag agreements approaching expiry or auto-renewal early enough for a decision to be taken.
- Maintain a traceable audit trail for every correction to a contract record.
2. Metadata Aggregation & Portfolio Mapping
- Aggregate contract metadata across the portfolio — expiry and renewal dates, contracting legal entities, contract identifiers, values and commercial basis.
- Map contracts to the suppliers, cost centres and purchasing records they relate to, so spend can be traced from agreement to transaction.
- Normalise supplier and entity naming so a single supplier resolves to one portfolio view rather than several.
- Maintain the portfolio view as agreements are signed, amended, renewed and retired.
- Produce the portfolio extracts the vendor management office and procurement rely on.
3. Financial Reconciliation
- Cross-check executed contracts against the procurement systems to identify variances between contracted cost, invoiced amounts, maximum total cost and purchase order values.
- Investigate each variance to a root cause — amendment not reflected, order raised against the wrong value, invoicing outside the agreed basis, or a stale contract record.
- Escalate variances that indicate over-commitment, over-invoicing or spend approaching a contractual ceiling.
- Confirm and document variances that are legitimate, so the same question is not reopened next cycle.
- Support accrual accuracy and spend reporting with reconciled figures.
4. Reporting, Controls & Improvement
- Produce recurring reconciliation and contract integrity reporting to the agreed cadence.
- Maintain the evidence set so reconciliation conclusions can be defended under audit.
- Track reconciliation exceptions to closure with owners and dates.
- Identify systemic causes behind recurring variances and propose process or control changes.
- Automate repeatable checks and extracts where the volume justifies it.
PERFORMANCE & SERVICE LEVELS
Indicative performance targets for the role; final service levels are confirmed on engagement and measured per service line.
- Contract Record Accuracy: sustain ≥99% accuracy on active-status, expiry, entity and identifier fields across the managed portfolio.
- Reconciliation Cadence: complete the reconciliation cycle on schedule, covering the full portfolio in scope.
- Variance Resolution: every identified variance either resolved or documented with a root cause and an owner.
- Expiry Visibility: 100% of approaching expiries and auto-renewals surfaced within the agreed notice window.
- Audit Readiness: reconciliation conclusions supported by retrievable evidence.
- First Meaningful Response: provide a meaningful technical update on 90% of requests within 2 business hours.
- Ticket Quality: sustain ≥95% against the weighted quality scorecard, which is weighted toward technical accuracy, then completeness, timeliness and communication.
- Customer Satisfaction: sustain ≥95% of responses rated Excellent or Good.
TOOLS & SYSTEMS
- Contract systems: the contract repository and contract lifecycle management tooling holding executed agreements and their metadata.
- Procurement and ERP: the procurement platform and SAP for purchase orders, invoices and spend records.
- Reconciliation and analysis: advanced spreadsheet work, plus BI and reporting platforms for portfolio and variance reporting.
- Ticketing: enterprise ticketing for exception tracking and audit trail.
REQUIRED SKILLS & EXPERIENCE
Mandatory
- 3–6+ years in contract administration, procurement operations, vendor management or financial reconciliation.
- Demonstrated reconciliation experience across two or more systems, with the persistence to drive a variance to root cause rather than logging it.
- Accurate extraction of commercial terms from executed agreements — values, ceilings, term dates, renewal mechanics and contracting entity.
- Advanced spreadsheet skills: lookups, pivots and validation across large data sets.
- Understanding of the purchase order to invoice flow and where it breaks against a contract.
- Clear English communication with procurement, finance and vendor management stakeholders.
- Willing and able to work a shift-based roster, including night shifts, from the Hyderabad delivery centre.
Preferred
- Contract lifecycle management platform experience.
- SAP or comparable ERP exposure to spend and purchasing data.
- BI or reporting build experience on contract and spend portfolios.
- Audit or internal controls background.
- Contract management or procurement certification, or working towards one.
