Jr. Purchase Executive

Job Description (JD)Junior Purchase Executive

Department: Purchase / Procurement
Designation: Junior Purchase Executive
Reporting To: Purchase Manager
Industry: HVAC / Engineering
Company: Kool Kraft Engineers Pvt. Ltd. (KKEPL)
Job Location: [Insert Location]
Experience: 0–2 Years (Freshers with relevant skills may apply)

1. Job Summary

We are looking for a detail-oriented and proactive Junior Purchase Executive to support the Purchase Manager in daily procurement activities. The candidate will be responsible for coordinating with vendors and transporters, obtaining quotations, maintaining purchase records, tracking material deliveries, and ensuring timely availability of materials for ongoing projects and site requirements.

2. Key Responsibilities

A. Purchase & Procurement Support

• Assist the Purchase Manager in day-to-day purchasing and procurement activities.
• Collect quotations from multiple vendors and prepare comparative statements.
• Coordinate with vendors for material availability, pricing, delivery timelines, and payment terms.
• Prepare and maintain purchase orders (POs) as per instructions from the Purchase Manager.
• Follow up on pending purchase requests and ensure timely procurement of materials.
• Maintain records of purchase orders, quotations, invoices, and delivery challans.

B. Vendor Coordination & Follow-up

• Regularly coordinate with different vendors and suppliers regarding material requirements.
• Follow up on pending orders, dispatch schedules, delivery commitments, and shortages.
• Develop and maintain an updated vendor database with contact details and product information.
• Coordinate with vendors to resolve delivery delays, discrepancies, and material-related issues.
• Obtain quotations for HVAC materials, engineering items, tools, consumables, and other project requirements.

C. Transporter Coordination & Logistics

• Coordinate with transporters for material pickup, dispatch, and delivery at project sites.
• Follow up on vehicle arrangements, transportation charges, and delivery schedules.
• Track material dispatches and ensure timely delivery to the Head Office, warehouse, or project sites.
• Collect and maintain transport receipts, LR copies, delivery challans, and other logistics documents.
• Coordinate with vendors, transporters, and site teams to resolve transportation and delivery issues.

D. Documentation & MIS Reporting

• Maintain purchase records and procurement trackers in Microsoft Excel.
• Prepare daily and weekly reports on pending orders, material dispatches, and delivery status.
• Maintain proper documentation of quotations, comparative statements, purchase orders, and invoices.
• Update purchase-related data accurately and share regular status reports with the Purchase Manager.
• Ensure proper filing and organization of all procurement-related documents.

3. Required Skills & Qualifications

• Graduate in Commerce, Business Administration, Supply Chain Management, or a related field. Candidates with a relevant diploma may also apply.
• Basic to intermediate knowledge of MS Excel and MS Word.
• Good communication and follow-up skills.
• Ability to coordinate effectively with vendors, transporters, and internal departments.
• Basic understanding of purchase orders, quotations, invoices, and procurement documentation.
• Strong organizational skills, attention to detail, and willingness to learn.
• Ability to manage multiple follow-ups and meet delivery deadlines.

4. Preferred Skills

• Experience in purchase, procurement, logistics, or vendor coordination.
• Knowledge of HVAC materials, engineering products, or construction-related procurement.
• Familiarity with Excel formulas, data entry, filters, sorting, and comparative statements.
• Knowledge of ERP, inventory, or purchase management software will be an advantage.

5. Key Performance Indicators (KPIs)

• Timely follow-up on purchase orders and pending materials.
• Accuracy and timely updating of purchase records.
• Timely coordination with vendors and transporters.
• Adherence to committed material delivery schedules.
• Timely preparation of purchase reports and comparative statements.
• Effective support to the Purchase Manager in daily procurement activities.

6. Ideal Candidate Profile

The ideal candidate should be disciplined, organized, proactive, and comfortable making regular follow-up calls to vendors and transporters. The candidate must be capable of working under the guidance of the Purchase Manager, following instructions, maintaining accurate records, and ensuring smooth coordination between the purchase department, accounts team, warehouse, and project sites.

Note: This is a support-level position. All major purchase decisions, vendor finalization, price negotiations, and purchase approvals will remain under the authority of the Purchase Manager.

Pay: ₹10,000.00 - ₹20,000.00 per month

Benefits:

• Health insurance
• Leave encashment
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person