Purchase Executive

• Objective:

To ensure strategic procurement of quality materials at competitive rates within defined timelines, efficient vendor management, strong documentation practices, and alignment with accounting and operational requirements.

Role & Responsibility

1. Purchase Order (PO) Generation & Approval

- Every Purchase Order must have prior approval and signature from the Director/Sir.

- Raise PO only after confirming material requirement from site/store.

- Ensure proper material specification, rate, quantity, and delivery terms.

- Maintain sequential PO numbers and digital logs.

2. Vendor Management & Sourcing

- Identify and onboard new vendors for required categories.

- Maintain an updated Vendor Database with contact, GST, payment terms, and product list.

- Attend local or national trade fairs/events/exhibitions to explore new vendor options.

- Do daily research for new items, innovations, or substitutes.

- Submit a Monthly Vendor Report with details of new vendors contacted and evaluated.

- Conduct a competition/market study for pricing and product benchmarking.

3. Negotiation & Cost Optimization

- Focus on increasing vendor credit days without compromising quality.

- Compare multiple vendors for the same material – minimum 2 quotes.

- Maintain a Vendor Comparison Sheet for each purchase.

- Get brownie points for saving cost through better negotiation and terms.

4. PI (Proforma Invoice) & Timely Delivery

- Raise PI within 2 days of PO approval.

- Accountant must have access to the Purchase Master Sheet and PI details.

- Track delivery deadlines from vendors (max 5 days for most items).

- Ensure proper follow-ups to avoid project delays.

5. Bill Handling & Documentation

- No bills or challans should be received at the site or store.

- Ensure the vendor couriers all bills directly to the office.

- Personally verify delivery of all physical bills to the Accountant.

- Maintain and update the Purchase Excel sheet daily.

- Do daily entry of vendor bills received at the office.

- All PO, PI, and bill files should be scanned and backed up monthly.

6. Coordination & Communication

- Coordinate with the store, accountant, operations, and project team for material planning.

- Share daily purchase updates to the management.

- Support project team by ensuring materials are ordered in advance.

- Respond to queries regarding material status promptly.

Job Type: Full-time

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits:

• Cell phone reimbursement

Education:

• Bachelor's (Preferred)

Experience:

• total work: 2 years (Preferred)

Work Location: In person