Purchase Executive

Job Opening: Purchase Engineer Procurement & Vendor Management
Department: Purchase / Procurement
Industry: Industrial Painting, Protective Coatings & Project Contracting
Employment Type: Full-Time
About the Role
We are looking for a highly organised, commercially sharp and execution-oriented Purchase Engineer to independently manage end-to-end procurement activities across multiple project locations.
The role will have a strong focus on industrial paints, protective coatings and related project materials, and will involve everything from receiving site requirements and sourcing quotations to preparing commercial comparisons, negotiating with vendors, issuing Purchase Orders, coordinating deliveries, checking invoices, monitoring inventory and ensuring timely payment documentation.
The ideal candidate should combine technical understanding, strong commercial judgement, vendor-management ability, logistics coordination and disciplined documentation. This is a hands-on role requiring regular interaction with project teams, vendors, stores, accounts and senior management.
Key Responsibilities

• Receive and consolidate material requirements / indents from multiple project sites and locations, verify specifications, quantities, required delivery dates and project priorities.
• Handle procurement of industrial paints, primers, protective coatings, thinners, solvents and associated painting/coating consumables, along with other project-related materials as assigned.
• Identify suitable manufacturers, authorised dealers, distributors and vendors and continuously develop a reliable approved vendor base.
• Circulate enquiries / RFQs to multiple vendors and obtain competitive quotations within the required timelines.
• Prepare detailed comparative statements / commercial comparison sheets covering, wherever applicable, basic price, discount, GST, freight, packing, loading/unloading, delivery period, payment terms, credit period, brand, specification, warranty, validity and total landed cost.
• Analyse quotations and identify the lowest technically acceptable and commercially advantageous offer, rather than selecting vendors solely on headline price.
• Negotiate aggressively yet professionally with vendors for price, discount, freight, credit period, delivery schedule and other commercial terms.
• Coordinate with technical/site teams wherever clarification of make, grade, coating system, specification or equivalent material is required.
• Prepare and issue Purchase Orders with accurate quantities, specifications, rates, taxes, delivery locations, payment terms and other commercial conditions.
• Maintain complete records of enquiries, quotations, comparative statements, approvals, Purchase Orders and vendor correspondence.
• Follow up continuously with vendors for production, dispatch and timely delivery of materials.
• Arrange and coordinate transportation and logistics wherever delivery is not included in the vendor's scope.
• Optimise logistics by coordinating dispatches, consolidating loads where practical and controlling freight costs.
• Track dispatched materials until receipt at the respective project site / warehouse and promptly resolve delays, shortages or transit issues.
• Coordinate with site teams and stores for Goods Receipt, quantity verification, delivery challans and acknowledgement of materials received.
• Receive vendor invoices and undertake preliminary invoice verification against Purchase Order, quotation, delivery challan, quantity supplied, agreed rates, GST, freight and other applicable terms.
• Resolve discrepancies relating to quantity, rate, taxation, shortages, damaged material or incorrect supply before forwarding invoices for payment.
• Submit verified invoices and supporting documents to the Accounts Department for payment processing and maintain appropriate tracking of pending payments.
• Communicate with vendors regarding payment status, deductions, debit notes, rejected material, pending documentation and other commercial issues.
• Act as the principal coordination point between vendors, project/site teams, stores, accounts and management for procurement-related matters.
• Attend to complaints raised by internal users / project teams regarding quality, delayed supply, incorrect material, damaged goods or specification mismatch and coordinate corrective action with vendors.
• Maintain vendor performance records covering price competitiveness, product quality, delivery reliability, responsiveness and service levels.
• Support inventory management and stock-control activities, including monitoring fast-moving, slow-moving and critical materials.
• Maintain visibility on stock available across sites / warehouse and minimise unnecessary purchases, excess inventory and stock-outs.
• Conduct or coordinate periodic physical stock verification and random inventory audits and highlight shortages, discrepancies or abnormal consumption to management.
• Reconcile critical material consumption wherever required against procurement and stock records.
• Identify opportunities for cost reduction, vendor consolidation, alternate sourcing and improved commercial terms without compromising quality or project schedules.
• Maintain procurement MIS covering open indents, RFQs, pending quotations, Purchase Orders, delivery status, outstanding invoices, vendor payments and critical shortages.
• Provide daily updates to management regarding important procurement requirements, pending decisions, deliveries, price changes, vendor issues and material risks.
• Escalate urgent matters promptly where a procurement or delivery delay could affect project execution.
• Maintain strict confidentiality of vendor quotations, negotiated prices, commercial terms and company purchasing data.
• Ensure that procurement activities are carried out transparently and in accordance with the company's internal approval procedures.
• Undertake any other purchase, procurement, vendor-management, logistics, inventory or commercial responsibility assigned by management from time to time.

Candidate Profile
The candidate should ideally possess a Diploma / B.E. / B.Tech in Engineering or another relevant technical qualification, along with practical experience in procurement, preferably within industrial painting, protective coatings, construction, engineering contracting, pharmaceuticals, infrastructure or allied industries.
Experience in purchasing paints and coating materials will be strongly preferred. Candidates should have a working understanding of different coating products, brands, pack sizes, coverage, technical specifications and related materials so that quotations can be compared intelligently.
Essential Skills
Strong candidates should demonstrate:

• Excellent vendor sourcing and vendor-management skills
• Strong commercial negotiation ability
• Ability to prepare accurate quotation comparisons and landed-cost analyses
• Good understanding of Purchase Orders, invoices, GST and commercial documentation
• Strong follow-up and coordination skills
• Ability to manage procurement simultaneously for multiple project locations
• Sound knowledge of logistics and material movement
• Working knowledge of inventory and stock-management systems
• Strong proficiency in MS Excel, particularly comparative statements, trackers and MIS
• Excellent written and verbal communication skills
• High attention to detail and numerical accuracy
• Ability to work under deadlines and handle urgent site requirements
• Strong ownership and problem-solving attitude
• Integrity and confidentiality in handling vendor pricing and commercial information

Preferred Industry Exposure
Experience dealing with materials such as industrial paints, epoxy and PU coatings, primers, thinners, solvents, waterproofing / coating products, abrasives, consumables, painting accessories, tools and PPE will be considered an advantage.
Candidates having an established network of paint manufacturers, authorised distributors and industrial-material vendors will be preferred.
What Success in This Role Looks Like
The successful candidate will ensure that the right material reaches the right project, at the right specification, at the right time and at the best commercially negotiated price, while maintaining complete documentation, optimum inventory levels and professional vendor relationships.
This position requires someone who does not merely place orders, but takes complete ownership of the procurement cyclefrom requirement to quotation, negotiation, PO, delivery, invoice verification and closure.
Desired Attributes
Commercially Sharp | Technically Aware | Process Driven | Proactive | Detail Oriented | Strong Negotiator | Excellent Follow-Up | High Ownership | Vendor Focused | Management Responsive
Apply
Candidates meeting the above requirements may apply with their updated CV mentioning:
Current CTC | Expected CTC | Notice Period | Current Location | Total Procurement Experience | Experience in Paint / Coating Procurement