Purchase Executive

Job Summary

We are seeking a proactive and detail-oriented Purchase Executive to manage procurement activities for food products, packaging materials, and operational supplies. The candidate will be responsible for vendor sourcing, price negotiations, purchase planning, inventory coordination, and ensuring timely procurement while maintaining quality and cost efficiency.

Key Responsibilities

Procurement & Purchasing

• Source and procure food products, groceries, FMCG products, packaging materials, and office supplies.
• Float enquiries, obtain quotations, and prepare comparative statements.
• Negotiate prices, payment terms, delivery schedules, and commercial terms with suppliers.
• Issue Purchase Orders (POs) and monitor order execution.
• Ensure timely procurement to avoid stock shortages.
• Develop annual procurement plans based on sales forecasts.

Vendor Management

• Identify and onboard new suppliers.
• Evaluate supplier quality, pricing, delivery performance, and reliability.
• Maintain an approved vendor database.
• Conduct periodic supplier performance reviews.
• Build long-term relationships with manufacturers and wholesalers.

Inventory Coordination

• Coordinate with the warehouse to monitor inventory levels.
• Plan purchases based on minimum stock and reorder levels.
• Prevent overstocking and stock-outs.
• Verify receipt of materials against purchase orders.
• Coordinate with the Quality team for material inspections.

Packaging Material Procurement

• Purchase pouches, PET jars, labels, cartons, master cartons, tapes, shrink films, and other packaging materials.
• Coordinate with packaging vendors for artwork approvals and production schedules.
• Monitor packaging inventory and replenishment.

Cost Control

• Identify cost-saving opportunities without compromising quality.
• Compare market prices and negotiate the best commercial terms.
• Prepare monthly purchase cost analysis reports.
• Support budgeting and procurement planning.

Documentation & Compliance

• Maintain purchase records, quotations, contracts, and supplier agreements.
• Ensure proper documentation for all procurement transactions.
• Verify supplier invoices before forwarding them to the Accounts Department.
• Ensure procurement complies with company policies and applicable food safety standards.

Coordination

• Work closely with Sales, Warehouse, Production, Quality Assurance, Logistics, and Accounts teams.
• Coordinate with transporters for timely material deliveries.
• Resolve supplier issues related to shortages, delays, or quality concerns.

Required Skills

• Strong negotiation and communication skills.
• Excellent vendor management abilities.
• Knowledge of procurement processes.
• Strong analytical and problem-solving skills.
• Good understanding of inventory management.
• Attention to detail and accuracy.
• Ability to work under deadlines.
• Strong organisational skills.

Preferred Qualifications

• Bachelor's Degree in Commerce, Business Administration, Supply Chain Management, or a related field.
• 2-5 years of experience in procurement or purchasing.
• Experience in the FMCG, food processing, grocery, or export industry is preferred.

Software Knowledge

• Tally Prime / ERP Software
• Microsoft Excel (Advanced)
• Microsoft Word
• Microsoft Outlook
• Inventory Management Software

Key Performance Indicators (KPIs)

• Timely procurement of materials.
• Purchase cost savings achieved.
• Supplier on-time delivery performance.
• Inventory availability and stock accuracy.
• Vendor performance ratings.
• Purchase order accuracy.
• Reduction in emergency purchases.
• Packaging material availability.
• Compliance with procurement policies.

Salary

As per experience and industry standards.

Benefits

• Performance-based annual appraisal.
• Paid leave as per company policy.
• Career growth opportunities.
• Exposure to international procurement and export operations.
• Professional development and training.