Senior Purchase Executive

Job Description Senior Executive – Purchase

Company: BAN Labs Pvt. Ltd.
Designation: Senior Executive – Purchase
Department: Purchase / Procurement
Location: Rajkot, Gujarat
Experience: 3–9 Years
Industry Preference: FMCG / Ayurvedic / Nutraceutical / Personal Care
Preferred Experience: Third-Party Manufacturing / Contract Manufacturing

Job Purpose

To manage and execute procurement activities for BAN Labs, with primary responsibility for third-party and contract manufacturing, vendor management, purchase planning, commercial negotiations and timely availability of finished goods, raw materials and packaging materials.

The candidate will be responsible for coordinating with third-party manufacturers and internal departments to ensure products are manufactured and supplied as per approved specifications, required quantities, quality standards, cost and timelines.

Key Responsibilities

1. Third-Party / Contract Manufacturing

• Identify, evaluate and develop suitable third-party and contract manufacturers as per company requirements.
• Coordinate with approved manufacturers for product development, production planning and order execution.
• Raise and manage purchase orders / manufacturing orders for third-party manufactured products.
• Follow up with manufacturers regarding production schedules, batch readiness and dispatch timelines.
• Ensure products are supplied within the agreed lead time and required quantity.
• Coordinate with QA, QC, R&D, RA, Warehouse, Logistics and Sales teams for smooth execution of manufacturing orders.
• Ensure manufacturing is carried out as per approved product specifications, packaging specifications and agreed commercial terms.
• Monitor pending production and proactively resolve delays, shortages and other manufacturing-related issues.
• Develop alternate manufacturers/sources to ensure business continuity and avoid dependency on a single vendor.

2. Vendor Management

• Develop and maintain strong relationships with third-party manufacturers and suppliers.
• Evaluate vendors based on quality, cost, capacity, delivery performance and service.
• Conduct regular vendor performance reviews.
• Negotiate rates, MOQ, lead time, payment terms, credit period and other commercial conditions.
• Coordinate with vendors for quotations, samples, specifications and required documentation.
• Resolve vendor-related issues including delayed supply, quality concerns, price discrepancies and shortages.

3. Purchase Planning & Execution

• Review purchase requirements and coordinate procurement according to business demand and stock levels.
• Prepare comparative statements and evaluate supplier quotations.
• Issue purchase orders after obtaining the required approvals.
• Track open POs and ensure timely delivery.
• Coordinate with the warehouse for receipt and reconciliation of materials/products.
• Monitor inventory levels and highlight potential shortages in advance.
• Ensure purchase activities are completed within approved budgets and authorization limits.

4. Raw Material & Packaging Procurement

• Coordinate procurement of raw materials, packaging materials and other items required for manufacturing.
• Coordinate with approved suppliers for bottles, containers, labels, cartons, shippers, foils and other packaging components.
• Ensure materials are procured according to approved specifications and artwork.
• Coordinate with QA/QC for material approval, rejection and replacement.
• Follow up with suppliers to ensure timely availability of critical materials.

5. Cost Control & Negotiation

• Negotiate competitive prices with third-party manufacturers and suppliers.
• Conduct rate comparisons and prepare cost analysis.
• Identify opportunities for cost reduction without compromising quality.
• Negotiate annual rates, volume-based discounts and improved payment terms.
• Monitor changes in product, raw material and packaging costs.
• Maintain proper records of approved rates and commercial agreements.

6. Quality & Regulatory Coordination

• Coordinate with QA/QC and Regulatory Affairs for third-party manufacturer qualification and approval.
• Ensure required manufacturer documents, licenses, certifications and quality documents are available and valid.
• Coordinate with manufacturers regarding batch documentation, COA and other applicable quality documents.
• Support resolution of rejected batches, quality complaints and manufacturing deviations.
• Ensure procurement activities are aligned with company quality and regulatory requirements.

7. Logistics & Dispatch Coordination

• Coordinate with third-party manufacturers and logistics teams for timely dispatch.
• Monitor dispatch schedules and expected delivery dates.
• Follow up on transportation and delivery-related issues.
• Ensure required documentation is available before dispatch.
• Coordinate with the warehouse for receipt of finished goods.

8. MIS & Documentation

• Maintain complete records of purchase orders, quotations, comparative statements and vendor agreements.

• Maintain third-party manufacturer and supplier databases.

• Prepare regular MIS reports covering:

• Open Purchase Orders

• Pending Manufacturing Orders

• Production Status

• Dispatch Status

• Vendor Performance

• Purchase Value

• Cost Savings

• Pending Deliveries

• Ensure all purchase and vendor records are properly updated in the ERP/Purchase system.

Key KPIs

• On-time delivery of third-party manufactured products
• Reduction in procurement and manufacturing lead time
• Purchase cost savings achieved
• Vendor performance and delivery adherence
• Reduction in stock-outs and production shortages
• Third-party manufacturer development
• Alternate vendor/source development
• Purchase order accuracy
• Quality compliance of procured products/materials
• Timely closure of pending POs and vendor issues
• Adherence to approved purchase budgets

Required Skills

• Strong hands-on experience in Third-Party / Contract Manufacturing Purchase
• Good knowledge of FMCG / Ayurvedic / Personal Care procurement
• Strong vendor negotiation and commercial skills
• Excellent follow-up and coordination abilities
• Good understanding of purchase orders, quotations, costing and commercial terms
• Vendor development and relationship management
• Strong analytical and problem-solving skills
• Good command of SAP and ERP/Purchase Software
• Good communication and interpersonal skills
• Ability to manage multiple vendors, products and deadlines simultaneously

Educational Qualification

Graduate in Commerce, Business Administration, Supply Chain, Operations or a related field.

A qualification in Supply Chain Management, Procurement or Operations will be an added advantage.

Preferred Candidate Profile

Candidates who have worked with FMCG, Ayurvedic, nutraceutical, cosmetics or personal-care companies and have hands-on experience in third-party manufacturing / contract manufacturing procurement will be preferred.

The ideal candidate should be capable of independently managing the complete procurement cycle—from manufacturer identification and commercial negotiation to purchase order, production follow-up, quality coordination and final dispatch.

Experience Preference

Mandatory/Preferred: Minimum 2-3 years of relevant purchase experience, with significant exposure to third-party manufacturing or contract manufacturing.

Strong preference will be given to candidates who have an existing understanding of third-party manufacturers, vendor networks and procurement practices in the FMCG/Ayurvedic/Pharma/Personal Care sector.