purchase executive

Job Title: Purchase Executive

Roles & Responsibilities

1. Procurement & Purchasing

Source, evaluate, and select reliable vendors and suppliers.

Obtain quotations, compare prices, and negotiate rates, terms, and contracts.

Prepare purchase orders and ensure timely approval.

Ensure all procurement activities follow company policies and cost-control standards.

2. Vendor Management

Maintain strong relationships with existing suppliers.

Develop new vendor networks to ensure competitive pricing and quality.

Monitor vendor performance in terms of delivery, quality, and service.

Resolve vendor-related issues and discrepancies.

3. Inventory & Material Management

Coordinate with stores and production departments to understand material requirements.

Track stock levels and initiate purchases to avoid shortages or overstocking.

Ensure timely delivery of materials to support smooth operations.

4. Documentation & Compliance

Maintain accurate records of purchase orders, invoices, agreements, and delivery notes.

Ensure all documentation complies with statutory and audit requirements.

Verify bills from suppliers before forwarding to accounts for payment.

5. Cost Control & Budgeting

Identify cost-saving opportunities without compromising quality.

Follow budget guidelines and monitor procurement expenses.

Analyze market trends and price fluctuations to forecast purchase needs.

6. Coordination & Communication

Coordinate with internal departments such as production, finance, stores, and logistics.

Communicate delivery schedules and follow-ups to ensure timely supply.

Resolve internal queries related to materials or pricing.

7. Market Research

Conduct regular market surveys to track new products, suppliers, and pricing trends.

Evaluate alternatives and recommend best-value options.

8. Quality Assurance

Ensure purchased materials meet the required quality and specifications.

Coordinate with the quality department for inspections and approvals.

Key Skills Required

Strong negotiation & communication skills

Knowledge of procurement processes

Vendor management

Inventory management

Basic accounting and ERP software skills

Attention to detail & time management