Purchase Executive

Key Roles & Responsibilities

1. Vendor Sourcing & Management

• Identify & Onboard Suppliers: Research, evaluate, and qualify potential vendors and raw material suppliers based on price, quality, capacity, and reliability.
• Maintain Approved Vendor List (AVL): Keep accurate vendor records including contact details, GST certificates, lead times, and performance ratings.
• Vendor Relationships: Cultivate long-term supplier partnerships and handle delivery schedules or non-conformance disputes.

2. Procurement & Purchase Order (PO) Processing

• Indent Processing: Review internal material requisitions (indents) from plant departments (production, engineering, stores) and convert them into RFQs (Request for Quotation).
• Comparative Statements: Gather competitive quotes and prepare comparative evaluation sheets (comparing unit rates, tax terms, lead times, and payment terms).
• PO Execution: Generate and issue Purchase Orders (POs) accurate to quantities, prices, delivery dates, and tax terms (GST/TDS) in ERP/Tally systems.

3. Cost Negotiation & Optimization

• Price Negotiation: Negotiate competitive rates, discount structures, credit periods, and delivery conditions with vendors.
• Market Sourcing Analysis: Track raw material price trends and commodity rates to identify cost savings and avoid sudden price escalations.

4. Inventory Tracking & Material Expediting

• Delivery Follow-up: Track open orders and coordinate with suppliers to guarantee on-time material dispatches and avoid stockouts or shop-floor downtime.
• Stock & Reorder Levels: Coordinate closely with warehouse/stores staff to monitor minimum safety stock levels, reorder points, and slow-moving items.

5. Documentation, GRN & Accounts Coordination

• Goods Receipt (GRN) Verification: Coordinate with storekeepers to verify incoming material quality, correct invoice quantities, and Goods Receipt Notes (GRN).
• Three-Way Matching: Perform 3-way matching (PO vs. Delivery Challan/GRN vs. Vendor Invoice) before handing documents to the Accounts department for timely payment release.
• Dispute Resolution: Handle short-shipments, rejected lots, and rate mismatch issues with suppliers to closure