Executive - Purchase

Job Title: Executive - Purchase
Department: Purchase / Procurement
Industry: Pharmaceutical Manufacturing
Reports To: Purchase Manager
Experience: 14 years in pharmaceutical purchasing preferred
Job Summary
We are seeking a detail-oriented and organized Purchase Executive to support daily procurement operations for our pharmaceutical manufacturing facility. The candidate will handle vendor communication, quotation collection, purchase order processing, material follow-ups, procurement documentation, and coordination with internal departments to ensure timely availability of materials.
Key Responsibilities 1. Daily Purchasing Activities
Receive purchase requisitions from Production, Stores, QA/QC, Engineering, Administration, and other departments.
Obtain quotations from approved vendors and prepare comparative statements.
¢ Prepare and process purchase orders after obtaining the required approvals.
¢ Follow up with suppliers to ensure timely delivery of ordered materials.
¢ Maintain accurate purchasing records and documentation.
2. Vendor Coordination
¢ Communicate with suppliers regarding prices, availability, delivery schedules, and payment terms.
¢ Identify potential suppliers and collect quotations for new materials.
¢ Coordinate with the Purchase Manager for vendor negotiations and commercial approvals.
¢ Maintain an updated vendor database and supplier contact list.
3. Pharmaceutical Material Procurement
¢ Assist in purchasing APIs, excipients, chemicals, solvents, packaging materials, labels, cartons, and other production-related materials.
¢ Coordinate with QA/QC and Stores to ensure that materials are sourced from approved suppliers and meet specified requirements.
¢ Follow up on COAs, specifications, SDS/MSDS, and other required supplier documents.
¢ Support procurement activities for creams, ointments, gels, lotions, tablets, capsules, sachets, and other formulations.
4. Order and Delivery Follow-up
¢ Track open purchase orders and maintain pending-order reports.
¢ Coordinate with suppliers, transporters, and Stores regarding dispatch and receipt of materials.
¢ Inform the Purchase Manager about delays, shortages, price changes, or supply issues.
¢ Assist in resolving discrepancies in quantity, documentation, or delivery.
5. Documentation and ERP
¢ Maintain purchase requisitions, purchase orders, quotations, comparative statements, and supplier records.
¢ Enter purchase-related data accurately into ERP/SAP or other company systems.
¢ Maintain records according to company SOPs and document-control requirements.
¢ Prepare daily, weekly, and monthly procurement reports.
6. Interdepartmental Coordination
¢ Coordinate with Production Planning, Stores, QA/QC, Finance, and Accounts for material requirements and purchase-related issues.
¢ Follow up on invoice discrepancies, delivery challans, and other relevant documents.
¢ Assist in monitoring stock levels and identifying materials requiring replenishment.

Qualifications
¢ Bachelor's degree or diploma in Pharmacy, Chemistry, Commerce, Business Administration, Supply Chain Management, or a related field.
¢ 14 years of relevant purchasing experience preferred.
¢ Freshers with strong communication and Excel skills may be considered for junior positions.
Required Skills
¢ Good communication and vendor-follow-up skills.
¢ Working knowledge of MS Excel, Word, and email correspondence.
¢ Familiarity with ERP/SAP systems is preferred.
¢ Strong coordination, organization, and documentation skills.
¢ Attention to detail and ability to manage multiple purchase orders.
Key Performance Indicators (KPIs) ¢ : Timely processing of purchase orders.
¢ On-time supplier delivery follow-up.
¢ Accuracy of purchase documentation and ERP entries.
¢ Timely collection of quotations and comparative statements.
¢ Reduction in pending purchase orders.
¢ Compliance with approved vendor and purchasing procedures.
Preferred Candidate
A responsible and systematic professional who can manage routine purchasing activities e iciently, maintain good supplier relationships, and coordinate with internal departments to ensure uninterrupted production.