Purchase Officer

A. Site Procurement

• Receive material requisitions from the Site, Planning, Civil, QA/QC, Plant & Machinery and other departments.
• Verify the requirement, specification, quantity and delivery schedule before initiating procurement.
• Arrange timely procurement of construction materials as per project requirements.
• Source materials from approved and reliable vendors.
• Obtain quotations from multiple vendors and prepare comparative statements.
• Negotiate rates, payment terms, transportation charges and delivery schedules.
• Process Purchase Orders / Work Orders after obtaining the required approvals.
• Follow up with vendors for timely dispatch and delivery of materials to site.
• Coordinate with vendors and transporters for material movement.

B. Construction Material Procurement

Manage procurement of materials such as:

• Cement, steel and reinforcement materials
• Aggregates, sand, GSB, WMM and other road construction materials
• Bitumen and bituminous products
• Concrete / RMC-related materials
• Pipes, drainage and culvert materials
• Paver blocks and allied materials
• Construction chemicals and admixtures
• Electrical and plumbing materials
• Safety items and PPE
• Welding and fabrication consumables
• Tools, hardware and general consumables
• Office and site-related consumables

C. Vendor Management

• Identify and develop new vendors in and around the project location.
• Maintain an updated vendor database.
• Evaluate vendors based on quality, price, delivery performance and service.
• Coordinate with vendors regarding shortages, quality issues, delayed supplies and replacements.
• Maintain professional relationships with suppliers and service providers.
• Assist in vendor performance evaluation and approval.

D. Material Delivery & Coordination

• Coordinate with the Store Department regarding incoming materials.
• Ensure that materials are delivered as per the approved quantity and specification.
• Track pending Purchase Orders and material deliveries.
• Coordinate with the Store / QA-QC team for inspection and acceptance of materials.
• Follow up on rejected, damaged or short-supplied materials.
• Ensure proper documentation of delivery challans, invoices and other procurement documents.

E. Cost Control

• Obtain competitive quotations and ensure cost-effective procurement.
• Negotiate with suppliers to achieve optimum rates.
• Monitor purchase prices against approved budgets and previous purchase rates.
• Avoid unnecessary emergency purchases through proper planning and advance procurement.
• Identify opportunities for cost saving without compromising quality.
• Report significant price variations to the concerned authority.

F. Documentation & MIS

• Maintain Purchase Requisition, Quotation, Comparative Statement, Purchase Order and Vendor records.
• Maintain a tracker for pending and completed procurement.
• Prepare daily / weekly / monthly procurement reports.
• Maintain records of material rates and vendor quotations.
• Track purchase commitments and outstanding orders.
• Submit invoices and supporting documents to Accounts for payment processing.
• Ensure all procurement documents are properly filed and traceable.

G. Coordination with Project Team

• Coordinate closely with Project Manager, Construction Manager, Planning Engineer, Store In-Charge, QA/QC Engineer, Plant & Machinery and Accounts Department.
• Understand the project execution schedule and arrange materials accordingly.
• Participate in procurement planning meetings.
• Highlight critical material requirements and possible supply delays in advance.
• Ensure procurement activities support uninterrupted project execution.