Interior Purchase Executive

A. Procurement of Bought-Out Materials:

1. Supplier Identification & Management:

• Prepare and maintain an updated list of suppliers for all categories of bought-out items (boards, laminates, hardware, etc.).
• Ensure a minimum of three qualified and approved suppliers per commodity.
• Submit supplier list for management approval based on pricing, quality, delivery performance, and service standards.

1. Purchase Request & Order Management:

• Prepare Purchase Request (PR) based on CRN and BOM/BOQ shared by the operations team.
• Collect and compare competitive quotations from approved vendors before finalizing.
• Review PR internally and obtain management approval.
• Issue and share Purchase Orders (PO) to suppliers clearly mentioning delivery location, quantity, and other terms.
• Ensure PO number is referenced on all supplier invoices.

1. Material Receipt & Verification:

• Monitor deliveries to ensure adherence to PO terms—quantity, quality, timelines, and color/shade specifications.
• Confirm receipt and acknowledgement from internal stores or job work locations.
• Any deviation or rejection must be documented, communicated to the supplier, and supported with a rejection note and debit note (in coordination with Accounts).

1. Invoice & Documentation Handling:

• Submit all relevant invoices to the Accounts team immediately after Goods Receipt Note (GRN) is processed (latest by next working day 11 AM).
• Manage exceptional/emergency purchases (cash purchases up to 1000) only with management approval and proper documentation.
• Ensure that every material inward is backed by a PO; if not, seek management approval and issue the PO before GRN processing (exception only).

1. Supplier Evaluation:

• Prepare Quarterly Supplier Evaluation Reports based on quality, pricing, and support, credit terms, and overall service performance.

B. Job Work & Vendor Coordination:

1. Vendor Selection & Approval:

• Prepare and maintain a list of job workers based on quality of service, cost efficiency, and reliability.
• Obtain approval from management for the finalized job work vendors.

1. Job Work Execution Process:

• Conduct walkthroughs with the operations team to understand the scope of work before finalizing and issuing the Work Order.
• Select suitable vendors based on the type of job work (e.g., edge banding, lamination, finishing).
• Provide all necessary documents (BOM, BOQ, Optimizer reports) to the job worker.

1. Material Dispatch & Monitoring:

• Ensure all materials required for the job are delivered to the job worker's location with proper acknowledgement and stock register entries.
• Provide quick resolution to vendor queries with help from the operations team.

1. Quality & Dispatch Coordination:

• Coordinate QC inspections at the job worker site, especially for edge banding and laminate finishes.
• Organize the return of finished goods along with leftover materials to the main store with complete documentation and packing list.

1. Invoice & Evaluation:

• Review job worker invoices and confirm processing through GRN at stores.
• Conduct Quarterly Evaluation of job workers based on quality, delivery performance, and reliability.