Purchase Executive

Vendor Sourcing & Evaluation

• Identify new vendors and maintain good relationships with existing ones
• Collect quotations, catalogs, and technical specifications
• Evaluate vendors based on rate, quality, service & delivery timelines

Quotation / Price Comparison

• Request & receive at least three quotations for each purchase requirement
• Perform comparative analysis of quotations (cost, terms, lead time, quality)
• Negotiate better pricing, payment and delivery terms

Purchase Order Management

• Raise procurement requisitions internally
• Prepare & issue Purchase Orders (POs) with correct item specifications, model numbers & terms
• Track PO acknowledgments, delivery schedules & order follow-ups
• Ensure correct receipt of material & conformity with quality/quantity specs

Coordination with Stores / Inventory

• Coordinate with the store team to check stock levels, avoid stockouts or excess stocking
• Ensure smooth material inward process: matching delivery with PO, doing quality/quantity checks
• Work with stores during inspections & returns if needed

Invoice Processing & Reconciliation

• Verify vendor invoices (prices, taxes, delivery) before forwarding for payment
• Handle discrepancies (wrong quantity, damaged goods, short delivery)
• Maintain vendor ledger, ensure reconciliations and timely payouts as per terms

Reporting & Cost Control

• Maintain purchase records, comparison sheets, vendor performance metrics
• Generate periodic reports: lead-times, vendor delivery performance, variance vs budget
• Propose cost savings initiatives, suggest alternative suppliers/materials/processes

Compliance & Documentation

• Ensure all procurement is done in accordance with company policies
• Maintain proper documentation: POs, invoices, delivery challans, vendor contracts, return/defective material records
• Ensure statutory compliances around procurement (tax invoices, import/export if applicable)

Stakeholder Coordination

• Coordinate with internal departments (engineering, projects, stores, operations) to understand their needs
• Maintain good communication with suppliers on delivery schedules, delays
• Work with finance/accounts to ensure purchase costs are recorded properly and budgeted