Purchase Executive

Department : - Purchase
Reporting To : - Assistant Manager
Experience Required : - 01 to 03 Years
Qualification : - B.E. B.Tech Mechanical/ Electrical, MBA Supply Chain Material Management or equivalent
Employment Type : - Full Time

Role Summary:

We are looking for a detail-oriented and proactive Purchase Executive who can support procurement and purchasing activities for the organization. The candidate will be responsible for vendor coordination, purchase order processing, material procurement, quotation comparison, follow-up for timely delivery, and maintaining accurate purchase-related records.

Key Responsibilities:

• Receive and review purchase requisitions from various departments and units.
• Identify suitable vendors and obtain quotations for required materials, services, and equipment.
• Prepare comparative statements and coordinate with the concerned team for finalization.
• Assist in negotiating prices, payment terms, delivery schedules, and other commercial terms.
• Prepare and process Purchase Orders (POs) after obtaining necessary approvals.

• Develop and maintain effective relationships with existing and new vendors.
• Coordinate with vendors for quotations, order confirmation, dispatch, and timely delivery of materials.
• Follow up with vendors regarding pending orders, delayed deliveries, and qualityrelated concerns.
• Maintain an updated vendor database and relevant vendor documents.

• Ensure timely procurement and availability of materials as per organizational requirements.
• Coordinate with Stores, User Departments, Accounts, and other concerned teams for smooth procurement activities.
• Track purchase orders and follow up on delivery schedules.
• Coordinate with vendors and internal teams for resolving issues related to shortages, quality, quantity, or delayed supplies.

• Maintain proper records of quotations, comparative statements, purchase orders, invoices, and other procurement documents.
• Update and maintain purchase-related data in ERP system.
• Ensure all purchase documents are properly approved and maintained as per company procedures.
• Support internal and external audits by providing required purchase-related documents and records. Cost Control & Reporting
• Assist in identifying opportunities for cost reduction and better commercial terms.
• Monitor purchase prices and compare quotations to ensure competitive procurement.
• Prepare regular purchase reports, pending order status, vendor reports, and MIS as required.
• Maintain accurate records of procurement costs and purchase transactions.

• Ensure adherence to company purchase policies and approval procedures.
• Coordinate with Finance Accounts for vendor payment-related documentation and queries.
• Assist in resolving discrepancies related to purchase orders, invoices, and material receipts.
• Support annual vendor evaluation and performance monitoring.
• Perform other purchase and procurement-related activities as assigned by management.

Skills Required:

• Good knowledge of Purchase and Procurement Processes.
• Understanding of quotation analysis, comparative statements, and Purchase Order processing.
• Good negotiation and vendor coordination skills.
• Knowledge of ERP or other procurement software will be an advantage.
• Good knowledge of MS Excel and documentation.
• Strong communication and coordination abilities.
• Good analytical and problem-solving skills.
• Ability to manage multiple purchase requirements and meet deadlines. Strong attention to detail and accuracy in documentation.

Preferred Candidate Profile:

• 01 to 03 years of experience in Purchase Procurement in a FMCG/ Manufacturing industry.
• Experience in procurement of mechanical, electrical, instrumentation, civil, general, or project-related materials will be an advantage.
• Candidates having experience in vendor development, quotation analysis, and purchase order processing will be preferred.
• Strong negotiation, follow-up, and vendor management skills.
• Ability to work effectively with multiple departments and handle time-sensitive procurement requirements.