Procurement Executive

1. Goods Receiving & Verification

• Monitor the quantity and quality of goods received once the ordered goods are received.
• Verify model-wise quantity and rates as per the given invoice and match them with the original order placed.
• Once orders are received, instruct Dispatch Staff to distribute the goods to showrooms and physically check the received goods for quantity and quality as per the prepared list.

2. Records & Reports

• Prepare showroom-wise lists containing EF Code, Brand, Model, Colour, Size, and Quantity, along with the EF/SF Code summary.
• Maintain proper records of goods ordered and received in Excel.
• Create reports of goods received and inform the QR Team regarding QR print details.
• Create different reports, including Purchase and Sales reports, as required by Management.
• Create Sales reports of showrooms for SOR stock.
• Prepare distribution details in Excel for bulk orders, including Frames, Sunglasses, and showroom details.
• Track orders and communicate shortage and backlog reports to the Ordering Team.

3. QR Code Process

• Send emails to the QR Team for ready Frames and Sunglasses for the QR code process and ensure that it is completed within the given timeline.

4. Dispatch & Courier Coordination

• Supervise and direct the daily work of assigned Dispatch Staff.
• Follow up with the Courier Person if delivery of goods does not reach showrooms or vendors on time.

5. Purchase & Order Processing

• Identify the requirements of showrooms regarding Accessories, Spares, and Stationery and place orders with the respective vendors.
• Place orders for Frames/Sunglasses with the respective vendors after taking proper approval and ensure timely execution of orders.
• Create Purchase Orders and Goods Received Notes in Navision.
• Email Showroom Accountants/Stores to raise Purchase Orders by providing the required Excel details.
• Arrange samples from vendors as per requirements.
• Follow up with suppliers for delivery within the required time for bulk orders and urgent customer orders.

6. SOR Stock & Supplier Returns

• Recall SOR goods from showrooms and send them to suppliers for a credit note by providing proper model and invoice details to suppliers.
• Follow up with suppliers for Replacements or credit notes for shortages, defective stock, and showroom fresh-stock defective returns.
• Return rejected material to suppliers and arrange for replacements.

7. Vendor & Showroom Coordination

• Resolve supply, quality, service, and invoicing issues with vendors.
• Prepare Frames/Sunglass price lists with proper management approval.
• Interact with showrooms regarding any price revision or new stock arrival through email or phone.