Purchase Manager

Role & responsibilities

1. Procurement & Purchase Management

• Manage the complete purchase cycle from Purchase Requisition/RFQ to Purchase Order, material receipt, invoice clearing, and payment follow-up.
• Prepare and release Purchase Orders (POs) based on approved requirements and project priorities.
• Float Requests for Quotation (RFQs) for new development items and regular procurement requirements.
• Estimate item costs based on Bill of Materials (BOM) and prepare cost comparison/cost sheets.
• Negotiate and finalize suppliers based on price, quality, delivery schedule, payment terms, technical capability, and commercial conditions.
• Ensure timely procurement and delivery of materials as per project and production requirements.
• Monitor open POs and follow up with suppliers for timely deliveries.
• Coordinate with stores and quality teams for material receipt, inspection, and rejection/return of non-conforming materials.
• Maintain appropriate inventory levels as decided by the organization and work toward reducing material shortages.
• Monitor consumption and stock levels of regular/consumable items and initiate procurement accordingly.
• Handle invoice-related issues and coordinate for timely invoice clearance.

2. Supplier Development & Management

• Identify, evaluate, and develop new suppliers for existing and new development requirements.
• Develop alternate sources to ensure supply continuity and reduce dependency on single suppliers.
• Maintain strong professional relationships with key suppliers and strategic vendors.
• Evaluate supplier performance in terms of quality, cost, delivery, responsiveness, and service.
• Conduct techno-commercial negotiations and finalize suitable suppliers.
• Coordinate with suppliers, engineering, customers, and internal teams for timely execution of automation projects and urgent production requirements.

3. Technical Procurement

• Understand and evaluate technical specifications of pneumatic, electrical, automation, and machine components.
• Coordinate with engineering and production teams to identify technically suitable materials and components.
• Procure automation components, machine tools, welding consumables, maintenance materials, and other technical items as per specifications.
• Review BOMs, technical requirements, consumption patterns, and project requirements before procurement.

4. Contract Management

• Contract) and ARC (Annual Rate Contract) agreements.
• Coordinate with service providers and suppliers for contract renewal, service schedules, and commercial negotiations.
• Maintain records and documentation related to AMCs, ARCs, purchase orders, and supplier agreements.
• Process and coordinate approval of advance payment sheets as per company procedures.

5. ERP & Documentation

• Maintain accurate supplier/vendor master data in the ERP system.
• Create and maintain purchase-related records, POs, quotations, comparative statements, and supporting documents.
• Maintain daily purchase records and procurement status reports.
• Monitor purchase orders and update delivery/status information in the ERP system.
• Maintain required ISO records and procurement documentation.
• Ensure procurement activities comply with company policies, procedures, and approval processes.

6. Cross-Functional Coordination

• Coordinate closely with Production, Planning, Stores, Quality, Engineering, Finance, and Maintenance departments.
• Understand material requirements and prioritize procurement based on production schedules and project requirements.
• Work with cross-functional teams to improve cost efficiency, procurement lead time, inventory management, and supplier performance.
• Coordinate with customers, suppliers, and engineering teams to ensure timely execution of automation projects.
• Support urgent procurement requirements related to production breakdowns and project activities.

7. Maintenance & Facility Procurement Coordination

• Manage procurement and service coordination for maintenance-related requirements.

• Maintain AMCs for office and shopfloor equipment.

• Arrange service engineers for breakdowns of machines and equipment.

• Coordinate procurement and maintenance requirements for:

• Welding shop equipment and consumables

• Office equipment

• Air-conditioning systems

• Gensets

• Forklifts

• Electrical systems

• Solar systems

• Shopfloor and utility equipment

• Coordinate with service providers for timely resolution of equipment and facility-related issues.

Support procurement of new IT equipment and software based on organizational requirements

Required Skills & Competencies

• Strong techno-commercial negotiation skills.
• Good knowledge of procurement and vendor management.
• Experience in supplier development and alternate vendor development.
• Good understanding of BOM, cost estimation, and cost comparison.
• Knowledge of pneumatic, electrical, automation, and engineering components is preferred.
• Hands-on experience with ERP systems and purchase modules.
• Good communication and interpersonal skills.
• Strong follow-up and coordination skills.
• Ability to work with multiple departments and manage urgent requirements.
• Good analytical and problem-solving abilities.
• Knowledge of ISO documentation and procurement procedures.
• Ability to manage suppliers, contracts, and service providers effectively.

Required Skills & Competencies

• Strong techno-commercial negotiation skills.
• Good knowledge of procurement and vendor management.
• Experience in supplier development and alternate vendor development.
• Good understanding of BOM, cost estimation, and cost comparison.
• Knowledge of pneumatic, electrical, automation, and engineering components is preferred.
• Hands-on experience with ERP systems and purchase modules.
• Good communication and interpersonal skills.
• Strong follow-up and coordination skills.
• Ability to work with multiple departments and manage urgent requirements.
• Good analytical and problem-solving abilities.
• Knowledge of ISO documentation and procurement procedures.
• Ability to manage suppliers, contracts, and service providers effectively.