Purchase Executive & Document Controller

Professional Title: Supply Chain & Procurement Specialist | Materials Manager | Procurement Officer I Document Controller

Professional Summary:

A results-oriented and detail-focused professional with comprehensive experience in managing end-to-end supply chain operations. Expertise encompasses strategic material planning, cost-effective sourcing, inventory control, and efficient store management. Proven ability to optimize procurement processes, ensure on-time material availability, and achieve significant cost savings while maintaining high standards of quality and reliability.

Key Responsibilities:

Purchase & Procurement

Inventory & Material Planning

• Developed and executed material requirements plans (MRP) aligned with production schedules and dispatch targets to ensure uninterrupted operations.

• Managed overall inventory levels, implementing strategies to minimize stock-outs and reduce excess inventory for both spare parts and consumables.

• Conducted regular stock verification audits to ensure accuracy and integrity of inventory records.

• Verified material indents against specifications, quantities, and available stock to validate requirements.

Sourcing & Procurement

• Managed the full procurement lifecycle, from identifying potential suppliers to purchase order issuance and delivery.

• Sourced and vetted cost-effective suppliers to improve quality, reliability, and achieve maximum cost savings.

• Prepared and floated requests for quotation (RFQ), evaluated vendor offers, and compiled comparative statements for management review.

• Liaised with internal departments (Engineering, QA) to validate vendor specifications and technical offers.

• Prepared purchase orders, obtained necessary authorizations, and dispatched them to suppliers.

• Verified and reconciled vendor invoices against purchase orders and delivery receipts prior to payment processing.

Vendor & Supplier Management

• Conducted performance evaluations of existing vendors to ensure adherence to quality, delivery, and service standards.

• Maintained strong relationships with suppliers, coordinating follow-ups to ensure on-time deliveries and resolve any delays.

• Initiated corrective actions for defective or rejected materials, coordinating returns and replacements with vendors.

• Managed the process of sending spares to vendors for repair and tracked them for timely return.

Stores, Logistics & Systems Management

• Oversaw daily store operations, ensuring efficient material receipt, storage, and issuance.

• Coordinated the transportation of materials from suppliers and managed the logistics of inbound shipments.

• Processed Goods Receipt Notes (GRN) and managed subsequent material movement, issues, and dispatch reporting.

• Maintained accurate and up-to-date data within the SAP ERP system for all procurement and inventory transactions.

• Prepared and maintained all purchase and store-related documentation to ensure readiness for internal and external audits.

• Managed GST compliance, including the endorsement of waybills for incoming shipments.

Cross-Functional Coordination

• Collaborated effectively with Quality Assurance (QA), Production Planning & Control (PPC), Accounts, and Engineering departments to align material flow with organizational objectives.

• Resolved issues related to component defects, delivery discrepancies, and supplier performance through proactive communication and coordination.

Document Management & Document Control

• Upload, register, and organize all project documents, such as drawings and specifications.

• Apply and maintain correct metadata, including document number, title, and revision.

• Ensure the latest, approved versions are the only ones accessible, while maintaining a full history of all revisions.

• Workflow and Communication:

• Set up and initiate workflows for document review and approval processes.

• Monitor workflows, track progress, and send reminders for overdue items.

• Generate and distribute transmittals to stakeholders.

• Track all project correspondence and maintain a communication history.

• Access and Compliance:

• Control user access and permissions to ensure only authorized personnel can view or edit documents.

• Ensure all documents comply with project, industry, and regulatory standards.

• Maintain confidentiality around sensitive information.

• Reporting and Auditing:

• Generate various reports, such as document status, overdue reports, and submission logs.

• Use the system's audit trail to see who has done what and ensure accountability.

• Prepare and submit final handover documentation, such as as-built drawings and O&M manuals, and archive them correctly.

• Quality and Collaboration:

• Act as a bridge for communication, ensuring stakeholders have aligned, up-to-date information.

• Conduct regular document reviews and audits to ensure accuracy and quality.

• Eliminate barriers to collaboration by using the platform's tools to share information securely.