Deputy Manager - IT Cost & Vendor Relations Analyst

Job Description

Deputy Manager – IT Cost & Vendor Relations Analyst, Incumbent

Department: SP&C (Strategy, Portfolio & Compliance)

Function: SP&C

Reporting to:
Manager

Band: (not specified)

Location:

Gurgaon HO

Team size (Direct/Indirect): 3

SP&C empowers the Operations, Technology and Digital teams within Max Life. This team manages the planning, budgeting, training, outsourcing, project management and process controls for the largest non‑sales patch in the organization. To run efficient and profitable operations, it is imperative to plan effectively for all large projects as well as unit level transactions. There are 4 functions within SP&C.

Project Management & Transformation Office: Many projects and initiatives across the fulfillment group (FLG) and Digital/Tech are worked on. These projects are of strategic importance at the org./CEO level. They are managed centrally at the COO’s office to ensure effective (CEO –
1) governance and deliver on these projects while augmenting the bandwidth of the functions themselves.

Strategy, Planning and Budgeting: Technology and Digital are strategic growth pillars for Max Life while Operations ensure a profitable organization. SP&C is responsible for evolving functional planning for Ops and IT, planning for the COO’s patch and managing all organization spends for these verticals. The team facilitates cost efficiency, strategic build‑vs‑buy decisions, Capex vs. Opex evaluations and identifies projects that deliver the biggest impact.

Outsourcing: Over 300+ vendors are actively managed by the SP&C team for lifecycle activities from onboarding to contract closure. The unit also helps onboard vendors for POCs and special purposes, working closely with procurement, finance and the business units to manage vendor operations for both Operations and IT.

Process Controls: The unit interfaces with business units and compliance teams to ensure regulatory adherence, audit readiness, and proactive monitoring of compliance risks. It reports status to regulatory forums and assists with compliance tasks.

• Accounts Payable Management:
  • Oversee the processing of IT‑related invoices, ensuring accuracy and matching purchase orders, contracts or agreements.
  • Review and validate IT vendor invoices for payment in accordance with company policies.
  • Ensure all IT accounts payable transactions are recorded accurately in the general ledger and financial system.
  • Manage and process the IT payment cycle, ensuring timely and accurate payments to vendors.
• Vendor Relations & Communication:
  • Serve as a point of contact for IT‑related vendors, addressing invoice discrepancies, queries or payment issues.
  • Negotiate and communicate payment terms with IT suppliers to maintain positive vendor relationships.
  • Ensure that all required documentation (e.g., purchase orders, receipts) is collected and maintained for auditing purposes.
• Reconciliation & Reporting:
  • Reconcile IT‑related accounts payable on a monthly basis, resolving discrepancies between vendor statements and internal records.
  • Prepare and present reports related to IT payables, including aging reports, cash flow forecasts and payment schedules to management.
• Team Leadership & Supervision:
  • Assist in supervising and mentoring junior accounts payable staff.
  • Train and develop staff in proper accounts payable processes, especially handling IT‑related transactions.
  • Ensure the team adheres to the company’s internal control procedures and best practices for accounts payable.
• Process Improvement & Compliance:
  • Work with the AP Manager to develop and implement process improvements for streamlining the IT accounts payable function.
  • Ensure compliance with internal controls, accounting standards and relevant tax regulations.
  • Participate in the development and maintenance of IT‑specific accounts payable policies and procedures.
• Audit & Compliance Support:
  • Assist internal and external audits by providing documentation, reconciliations and explanations of IT‑related transactions.
  • Ensure proper segregation of duties within the AP function to minimize fraud and error risks.
• Procurement & Purchase Order (PO) Management Responsibilities:
  • Review and monitor…