Purchase Officer

1. Material Requirement & Purchase Planning

Receive and review material requirements from the design, production, project, and stores departments.

Check BOMs and material purchase requirements for switchgear, busbars, wiring materials, sheet metal, nameplates, sundry items, and accessories.

Verify physical stock availability with the stores department before initiating purchases.

Prepare purchase requisitions and plan material procurement according to project delivery schedules.

2. Vendor Development & Coordination

Identify and develop reliable suppliers for electrical components and other materials.

Obtain quotations from approved vendors and compare prices, quality, delivery timelines, and payment terms.

Coordinate with vendors for technical specifications, product availability, and commercial negotiations.

Maintain an updated list of approved suppliers.

3. Purchase Order Processing

Prepare and release purchase orders after obtaining the necessary approvals.

Ensure purchase orders contain correct item descriptions, specifications, quantities, prices, GST details, delivery terms, and payment conditions.

Follow up with suppliers for order confirmation and timely material delivery.

Ensure materials are purchased from approved vendors as per company requirements.

4. Material Delivery & Follow-up

Regularly follow up with suppliers for pending purchase orders.

Track material delivery against project requirements and production schedules.

Coordinate with stores, production, and project teams to avoid material shortages.

Inform management about delays and arrange alternatives wherever necessary.

5. Quality & Material Coordination

Coordinate with the quality department for inspection of incoming materials.

Ensure supplied materials match the purchase order, approved specifications, and required quality standards.

Coordinate with suppliers for defective, damaged, or incorrect materials and arrange replacement or corrective action.

Obtain relevant test certificates, warranty documents, and compliance documents wherever required.

6. Inventory & Cost Control

Coordinate with stores to verify stock, surplus materials, and slow-moving inventory.

Avoid duplicate purchases and unnecessary material accumulation.

Monitor purchase costs and identify cost-saving opportunities without compromising quality.

Maintain proper records of pending, completed, and cancelled purchase orders.

Required Skills

Knowledge of electrical switchgear, ACB, MCCB, MCB, contactors, relays, busbars, wiring materials, and panel accessories.

Ability to understand BOMs, material specifications, and purchase requirements.

Skills in quotation comparison, price negotiation, and vendor management.

Knowledge of MS Excel, ERP software, and purchase documentation.

Good communication, coordination, and follow-up skills.

Strong cost-control and time-management abilities.

3. Qualification & Experience

Diploma or Degree in Electrical, Mechanical, or a related discipline; alternatively, a relevant qualification in purchasing or supply chain management.

Experience in procurement, preferably in LT panel manufacturing or the electrical switchgear industry.

Knowledge of GST invoices, purchase orders, and vendor coordination.

Experience requirements to be determined according to company needs.