Purchase Executive

JOB DESCRIPTION (JD)PURCHASE EXECUTIVE – INTERIORS & FIT-OUTCompany: Stars & MeritDepartment: Purchase / ProcurementReporting To: Purchase Manager / ManagementLocation: As per Company & Project Requirements1. JOB PURPOSEThe Purchase Executive will be responsible for the timely and cost-effective procurement of materials, equipment, services, and consumables required for interior fit-out projects. The role involves vendor sourcing, quotation analysis, negotiation, purchase order management, ERP updates, Excel-based tracking, and coordination with Project, Design, Site, Stores, and Accounts teams.2. KEY ROLES & RESPONSIBILITIESA. Procurement & Material KnowledgeProcure materials required for interior and fit-out projects, including:

• Plywood, MDF, HDHMR, laminates, veneers and boards.
• Gypsum boards, partitions and ceiling materials.
• Glass, mirrors, aluminium, MS and SS materials.
• Flooring, carpets, vinyl, tiles, marble and stone.
• Paints, wallpapers, wall finishes and decorative materials.
• Furniture, joinery, hardware and architectural ironmongery.
• Electrical materials, lighting and MEP coordination items.
• Adhesives, sealants and other site consumables.

B. Purchase Planning & Project Coordination

• Review approved BOQs, drawings, specifications and material schedules.
• Prepare project-wise procurement plans and material trackers.
• Identify long-lead and critical materials in advance.
• Coordinate with Project Managers, Site Engineers and Design teams to ensure timely material availability.
• Manage procurement requirements for multiple projects simultaneously.

C. Vendor Sourcing & Management

• Identify, develop and maintain reliable vendors and suppliers.
• Obtain quotations from multiple vendors.
• Evaluate vendors based on quality, price, delivery, credit terms and service.
• Maintain an updated vendor database.
• Develop alternative vendors to ensure competitive pricing and continuity of supply.

D. Quotation, Comparative Statement & Negotiation

• Prepare detailed Comparative Statements (CS).
• Compare prices, specifications, taxes, freight, delivery schedules and payment terms.
• Negotiate for the best possible commercial terms.
• Ensure cost optimization without compromising approved quality and specifications.
• Submit recommendations for management approval.

E. Purchase Order Management

• Prepare and issue Purchase Orders after necessary approvals.
• Ensure POs clearly mention specifications, quantities, rates, taxes, delivery location, timelines and payment terms.
• Track PO-wise material deliveries until closure.
• Maintain complete purchase documentation and records.

F. ERP Management – MANDATORYThe candidate must have hands-on experience in ERP systems for:

• Purchase Requisitions (PRs).
• Purchase Orders (POs).
• Vendor and material records.
• Purchase and delivery tracking.
• Coordination with Stores and Accounts.
• Material receipt-related transactions.
• Procurement reports and MIS.

G. MS Excel – MANDATORYThe candidate must have strong hands-on knowledge of MS Excel, including:

• Comparative Statements and vendor comparisons.
• Procurement and PO trackers.
• Material requirement and delivery trackers.
• Cost comparison and procurement MIS.
• Data analysis and reconciliation.

H. Delivery & Quality Coordination

• Follow up with vendors for timely dispatch and delivery.
• Coordinate with Site and Stores teams for material receipt.
• Ensure materials meet approved specifications, make, size, thickness, shade and finish.
• Resolve issues related to shortages, damages, incorrect or rejected materials.
• Ensure timely replacement of defective materials.

I. Cost Control & Value Engineering

• Negotiate effectively to achieve competitive pricing.
• Identify cost-saving opportunities and alternative sources.
• Support teams with updated market rates.
• Monitor price fluctuations of key interior materials.
• Ensure procurement remains within approved budgets.

J. Accounts, Stores & Documentation

• Coordinate with Accounts for invoice and payment processing.
• Coordinate with Stores for material receipt and related documentation.
• Maintain PRs, RFQs, quotations, CS, POs, delivery records and vendor documents.
• Prepare and share weekly procurement status reports and MIS.

3. QUALIFICATIONS

• Graduate or Diploma holder in Civil Engineering, Interior Design, Engineering, Commerce, Business Administration or Supply Chain Management.
• Additional qualification in Procurement or Supply Chain Management will be an advantage.

4. EXPERIENCE

• 2–5 years of experience in Purchase / Procurement.
• Preference for candidates with experience in Interior Fit-Out, Commercial Interiors, Construction, Retail, Hospitality or Project-based organizations.

5. MANDATORY REQUIREMENTSThe candidate must have:

• Hands-on experience in ERP systems for Purchase and Procurement.
• Strong working knowledge of MS Excel.
• Experience in preparing Comparative Statements, Purchase Orders and procurement trackers.
• Good knowledge of interior fit-out materials and vendors.

Candidates without practical knowledge of ERP and MS Excel should not be considered for this position.6. KEY SKILLS & COMPETENCIES

• Knowledge of interior fit-out materials and finishes.
• Vendor sourcing and management.
• Negotiation and commercial skills.
• Cost analysis and cost control.
• ERP and MS Excel proficiency.
• Strong follow-up and coordination.
• Documentation and MIS reporting.
• Ability to manage multiple projects and urgent requirements.
• Attention to detail and accuracy.

**7. KEY PERFORMANCE INDICATORS (KPIs)**Performance will be evaluated based on:

• Timely procurement and material availability.
• Reduction in procurement-related project delays.
• Cost savings and competitive purchasing.
• Vendor performance and delivery compliance.
• Accuracy of Comparative Statements and Purchase Orders.
• Timely ERP updates and documentation.
• Accuracy of Excel trackers and MIS.
• Effective coordination with Project, Site, Stores and Accounts teams.

8. PERSONAL ATTRIBUTESThe candidate should be:

• Proactive and result-oriented.
• Highly organized and detail-oriented.
• Cost-conscious and commercially aware.
• Strong in follow-ups.
• Honest and transparent in vendor dealings.
• Capable of working under pressure and meeting project deadlines.
• A good team player with strong communication skills.
• Willing to visit markets, vendors and project sites whenever required.

GENERAL RESPONSIBILITYThe Purchase Executive shall ensure:“The right material, with the right quality and specifications, is procured from the right vendor, at the right price, and delivered to the right project at the right time.”STARS & MERITThe responsibilities mentioned above are indicative and may be expanded based on organizational and project requirements.

Pay: ₹25,000.00 - ₹45,000.00 per month

Benefits:

• Provident Fund

Work Location: In person