Purchase Manager

We are looking for an experienced and detail-oriented Purchase Manager to manage the organizations procurement activities. The candidate will be responsible for sourcing materials, negotiating with vendors, managing purchase orders, monitoring inventory requirements, ensuring timely deliveries, and maintaining cost-effective procurement processes.

Key Responsibilities

1. Procurement & Purchasing

• Plan and manage day-to-day purchasing activities based on organizational requirements.
• Source materials, products, equipment, stationery, furniture, consumables, and other required items.
• Identify reliable suppliers and obtain competitive quotations.
• Compare quotations based on price, quality, specifications, delivery timelines, and payment terms.
• Prepare and process purchase orders after receiving the required approvals.
• Ensure timely delivery of materials to the office and various sites.

2. Vendor Management

• Identify, evaluate, and onboard new vendors and suppliers.
• Develop and maintain strong relationships with existing vendors.
• Negotiate prices, payment terms, delivery schedules, warranties, and service conditions.
• Monitor vendor performance and resolve quality, delivery, and billing issues.
• Maintain an updated database of approved vendors.

3. Cost Control

• Negotiate with suppliers to obtain the best possible prices and terms.
• Monitor procurement costs and identify opportunities for cost savings.
• Ensure purchases are made within approved budgets.
• Avoid unnecessary purchases and maintain proper cost controls.
• Conduct periodic price comparisons for frequently purchased items.

4. Inventory & Stock Coordination

• Coordinate with the administration, stores, and concerned departments regarding stock requirements.
• Monitor stock levels and ensure timely replenishment.
• Avoid overstocking and shortages.
• Review material consumption and purchase requirements.
• Coordinate physical stock verification when required.

5. Site & Department Coordination

• Coordinate with different departments and site teams to understand their purchase requirements.
• Visit sites when required to assess material requirements and verify deliveries.
• Ensure materials are delivered to the correct location and within the required timeline.
• Follow up on urgent and critical requirements.

6. Documentation & Compliance

• Maintain purchase orders, quotations, invoices, delivery challans, and vendor records.
• Ensure proper documentation and approval for all purchases.
• Coordinate with the Finance/Accounts team for invoice processing and payments.
• Maintain procurement reports and records for management review.
• Ensure purchases comply with organizational policies and procedures.

7. Quality & Delivery Management

• Ensure purchased materials meet the required specifications and quality standards.
• Coordinate replacement or return of defective or incorrect materials.
• Track pending orders and follow up with suppliers for timely delivery.
• Maintain records of delayed, rejected, or returned materials.

8. Reporting

• Prepare regular purchase and procurement reports.
• Provide management with updates on pending orders, expenditure, vendor performance, and cost savings.
• Maintain records of monthly and annual procurement activities.

Required Skills & Competencies

• Strong negotiation and vendor-management skills.
• Excellent communication and interpersonal skills.
• Good knowledge of procurement processes and purchasing practices.
• Strong analytical and decision-making abilities.
• Good knowledge of MS Excel and MS Office.
• Ability to compare quotations and analyze pricing.
• Strong follow-up and coordination skills.
• Ability to manage multiple purchase requirements simultaneously.
• Good knowledge of inventory and stock management.
• Ability to work under pressure and meet deadlines.

Qualifications & Experience

• Education: Graduate degree in any discipline; MBA/PG Diploma in Supply Chain, Procurement, or Materials Management will be an advantage.
• Experience: 4–7 years of relevant experience in purchase/procurement.
• Experience in handling procurement for multiple departments or multiple sites will be preferred.
• Experience in vendor negotiation, quotation comparison, purchase orders, and inventory coordination is required.

Key Performance Indicators (KPIs)

• Cost savings achieved through effective negotiations.
• Timely procurement and delivery of required materials.
• Vendor performance and service quality.
• Accuracy of purchase documentation.
• Reduction in procurement delays and stock shortages.
• Compliance with purchase policies and approved budgets.
• Quality of materials procured.