Purchase Manager

Role Deliverables

• Ensure timely availability of materials aligned with production and sampling plans
• Maintain optimized inventory with high accuracy, minimal ageing, and zero stockouts
• Build and manage a reliable, performance-driven, and diversified vendor base
• Ensure sourcing accuracy as per BOM and required specifications
• Deliver smooth and timely execution of all external processing activities
• Maintain strong control over sourcing cost and prevent financial leakages
• Enable timely and efficient NPD and sampling execution
• Maintain accurate, transparent, and audit-ready sourcing and store records

Tasks & Activities

Material Sourcing & Planning Discipline

• Review PPC plans and TNA timelines to anticipate material requirements in advance
• Plan sourcing proactively to ensure material availability before production timelines
• Validate BOM prior to purchase order placement to ensure correct specifications and quantities
• Place purchase orders aligned with production priorities and timelines
• Ensure sourcing within approved cost benchmarks and vendor agreements
• Track purchase orders from placement to delivery and ensure timely inward
• Coordinate closely with vendors for dispatch planning and delivery commitments
• Escalate delays proactively to prevent impact on production schedules
• Maintain sourcing tracker with complete visibility of order status and timelines

Inventory Health & Control

• Maintain accurate stock records across system and physical inventory
• Conduct regular stock reconciliation and ensure minimal variance
• Monitor inventory levels to prevent stockouts and overstocking
• Track ageing and movement of stock and initiate corrective actions
• Ensure uninterrupted material availability for all active production orders
• Coordinate with PPC and production teams for consumption planning
• Maintain inventory MIS with clear visibility of stock position and ageing

Vendor Performance & Reliability

• Identify, onboard, and develop vendors across material categories
• Maintain a diversified vendor base to reduce dependency risks
• Monitor vendor performance on delivery timelines, quality, and cost adherence
• Conduct regular vendor reviews and performance discussions
• Ensure timely communication and follow-up with vendors
• Develop alternate vendors for critical materials
• Maintain vendor MIS with performance tracking and evaluation

Inward Quality & Quantity Accuracy

• Ensure all incoming materials are checked for quantity, quality, and specifications
• Coordinate with QC team for inspection and approval of materials
• Ensure accurate inward entry and documentation in system
• Identify and report discrepancies immediately
• Ensure return or rejection of non-compliant materials
• Maintain inward QC logs and documentation

External Processing (Dyeing, Printing, Embroidery, etc.)

• Plan and allocate jobwork based on production requirements and timelines
• Ensure timely dispatch of materials to external vendors
• Track jobwork progress and ensure adherence to timelines
• Ensure quality compliance of processed materials before inward
• Coordinate with vendors and internal teams to avoid delays
• Resolve quality or delay issues proactively
• Maintain jobwork tracker with clear visibility of status

NPD & Sampling Support

• Ensure priority sourcing of materials for NPD and sampling requirements
• Coordinate closely with design and merchandising teams for urgent developments
• Maintain faster turnaround timelines for sampling materials
• Track material readiness for sampling and development
• Ensure no delay in sampling due to sourcing issues

Cost Control & Commercial Discipline

• Ensure sourcing within approved cost benchmarks
• Negotiate effectively with vendors for cost optimization
• Track cost variations and highlight deviations
• Ensure price accuracy and prevent overpayments
• Maintain cost comparison and analysis for key materials
• Ensure transparency and control in all sourcing transactions

Compliance & Documentation Governance

• Maintain accurate and complete records of all sourcing and inventory activities
• Ensure all records (POs, inward, stock) are updated in system
• Maintain audit-ready documentation at all times
• Conduct periodic checks for compliance and process adherence
• Close audit gaps within defined timelines
• Ensure full compliance with internal and external standards

Success Metrics

• Material Planning & Availability: 95% materials planned and in-house as per BOM timeline (T-45 / T-15 adherence)
• Cost Control: 1% deviation from approved sourcing rates with zero overpayment instances
• Inventory Health & Accuracy: 2% stock variance with average stock ageing 90 days and zero stockout impact
• Vendor Performance: 90% OTIF delivery with 5% quality rejections
• Inward & BOM Accuracy: 98% error-free inwarding with 100% BOM matching
• External Processing & Sampling Support: 95% jobwork completion within timeline and 100% material readiness for NPD/sampling