Purchase Order & Follow-up Executive

Job Purpose

The Purchase Order & Follow-up Executive is responsible for ensuring the timely processing, tracking, and closure of purchase orders while coordinating with vendors and internal stakeholders. The role focuses on maintaining supplier communication, monitoring order status, ensuring on-time deliveries, and supporting uninterrupted procurement operations across books, stationery, educational products, and kitting requirements.

Key Responsibilities

Purchase Order Management

• Obtain and compare quotations from multiple vendors for stationery and related products.
• Prepare and issue Purchase Orders (POs) as per approved procurement requirements.
• Share POs with vendors and obtain order confirmations.
• Maintain accurate records of purchase orders and procurement documentation.

Vendor Coordination & Follow-up

• Develop and maintain effective relationships with suppliers to ensure reliable service.
• Track purchase order status from order placement to delivery.
• Follow up regularly with vendors to expedite pending orders and ensure adherence to committed timelines.
• Coordinate with vendors regarding order modifications, shortages, delays, or quality concerns.

Delivery & Supply Coordination

• Monitor timely receipt of goods and services as per agreed schedules.
• Coordinate with Warehouse, Procurement, Logistics, and Finance teams for smooth inward processing.
• Resolve delivery issues, supply disruptions, and product discrepancies with vendors.
• Ensure uninterrupted supply of materials to support business operations.

Supplier Performance & Documentation

• Support supplier performance evaluation based on delivery, quality, responsiveness, and service levels.
• Maintain procurement trackers, follow-up reports, vendor communication records, and delivery status reports.
• Prepare periodic MIS reports on pending POs, delivery performance, and procurement status.

Required Qualifications

• Graduate in any discipline.
• 1 to 2 years of experience in Purchase, Procurement, Vendor Coordination, or Supply Chain.
• Proficiency in MS Excel, ERP systems, and procurement documentation.
• Experience in books, stationery, retail, distribution, FMCG, or manufacturing will be an added advantage.