Assistant Purchase Manager

Key Responsibilities

1. Purchase Planning & Coordination

• Assist the Purchase Manager in planning and executing day-to-day procurement requirements.
• Collect and consolidate purchase requirements from relevant departments, branches and Head Office.
• Monitor pending requirements and ensure timely procurement.
• Coordinate with Stores, Inventory, Accounts, Operations, Administration and other concerned departments.
• Follow up on urgent and critical procurement requirements to avoid operational disruptions.
• Maintain a systematic purchase requirement and pending-order tracker.

2. Purchase Orders & Documentation

• Prepare Purchase Orders based on approved requirements and quotations.
• Ensure purchase orders clearly mention specifications as per the preapproved format and other applicable conditions.
• Obtain necessary approvals before releasing purchase orders.
• Share approved Purchase Orders with vendors and obtain acknowledgement.
• Maintain proper records of quotations, comparative statements, approvals, purchase orders and vendor correspondence.
• Ensure purchase documentation is complete and readily available for audit and reference.
• Share issued PO with Accounts, Inventory and relevant department as per the applicable SOP

3. Delivery & Order Follow-Up

• Monitor all open Purchase Orders until complete delivery and closure.
• Maintain an Open PO / Pending Delivery Tracker.
• Regularly follow up with vendors for committed delivery dates.
• Coordinate with Stores/Inwards for receipt of materials.
• Track short supply, excess supply, damaged material or incorrect specifications.
• Coordinate with vendors for replacement, correction or pending quantities.
• Escalate critical delivery delays to the Purchase Manager.

4. Quality & Specification Coordination

• Ensure purchased materials conform to approved specifications and requirements.
• Coordinate with the concerned department regarding samples, specifications and quality requirements before finalising purchases.
• Communicate quality complaints to vendors following appropriate channel and coordinate corrective action.
• Assist in evaluating vendor performance based on quality, pricing, delivery and service.

5. Invoice & Accounts Coordination

• Coordinate with Accounts for purchase invoices, debit note / credit note, supporting documents and payment-related queries.
• Assist in resolving discrepancies between Purchase Orders, received quantities and vendor invoices.
• Follow up with vendors regarding pending invoices, credit notes, debit notes and other required documents.
• Ensure purchase records are properly matched with relevant supporting documents.

6. Inventory & Stock Coordination

• Coordinate with Stores/Inventory teams to understand material requirements and availability.
• Avoid unnecessary or duplicate procurement.
• Monitor frequently consumed items and assist in maintaining appropriate stock levels.
• Highlight slow-moving, excess or critical stock requirements to the Purchase Manager.
• Support procurement planning based on consumption and operational requirements.

7. Vendor Performance Monitoring

• Maintain records of vendor performance.
• Track vendor-wise pricing, quality, delivery timelines and service issues.
• Assist the Purchase Manager in periodic vendor evaluation.
• Report recurring vendor issues and recommend corrective action to Purchase Manager.
• Support development of alternate vendor sources to reduce dependency on a single supplier.

8. Purchase MIS & Reporting

• Prepare regular reports relating to:
• Pending Purchase Orders
• Pending deliveries
• Vendor-wise purchases
• Purchase value
• Price comparisons
• Cost savings
• Vendor performance
• Delayed supplies
• Material shortages
• Maintain accurate purchase data and records.
• Provide timely updates to the Purchase Manager and management as required.

9. Internal Coordination

• Coordinate with all concerned departments to understand their procurement requirements.
• Ensure proper communication of specifications and delivery requirements to vendors.
• Resolve routine purchase-related issues independently wherever authorised.
• Ensure no purchase requirement remains unattended due to lack of follow-up or communication.

10. Compliance & Process Discipline

• Follow the organisation's approved purchase policies, approval matrix and procurement procedures.
• Ensure purchases are made only against authorised requirements.
• Maintain confidentiality of vendor rates, commercial terms and company purchase information.
• Ensure proper documentation and audit trail for all procurement activities.
• Report any suspected irregularity, unauthorised purchase, conflict of interest or commercial discrepancy to the Purchase Manager/Management.

Pay: ₹30,000.00 - ₹40,000.00 per month

Work Location: In person