Purchase & Sourcing Executive

Department:

Reporting To:

Responsible for identifying, evaluating, and selecting suppliers, negotiating prices and contracts, managing purchase orders, and ensuring timely availability of quality materials at the best possible cost. The role ensures smooth supply chain operations by maintaining strong vendor relationships and accurate procurement records.

A. Supplier Sourcing & Development

• Identify new suppliers for raw materials, packing materials, machinery, consumables, and services.
• Conduct supplier evaluation based on quality, reliability, pricing, and capacity.
• Maintain an updated database of approved suppliers.
• Perform market research for alternate vendors and cost-saving opportunities.

B. Procurement Operations

• Raise purchase orders based on approved requisitions.
• Ensure timely placement and follow-up of orders.
• Track material delivery schedules and coordinate with logistics and stores.
• Ensure compliance with company purchase policies and standards.

C. Negotiation & Cost Management

• Negotiate pricing, credit terms, delivery timelines, and contract conditions.
• Prepare cost comparison sheets before finalizing vendors.
• Achieve continuous cost reduction without compromising quality.

D. Quality & Compliance

• Coordinate with the QC/QA team for material inspection and approval.
• Ensure suppliers meet company quality standards.
• Handle return or replacement for rejected, defective, or non-compliant materials.

E. Documentation & Reporting

• Maintain all purchase orders, quotations, agreements, and vendor records.
• Maintain inward material reports and tracking sheets.
• Prepare weekly and monthly purchase status reports.
• Update ERP/Excel records for every transaction.

F. Interdepartmental Coordination

• Coordinate with Production, Stores, QA, Accounts, and Management.
• Ensure purchase planning aligns with production schedules.
• Resolve discrepancies in billing, delivery, or material quality.

• Strong negotiation and communication skills.
• Vendor management and market research capability.
• Knowledge of purchase processes, GST, taxation, and commercial terms.
• Strong data management skills (Excel/ERP).
• Ability to work under pressure and urgent requirements.

• Graduation: B.Com / BBA / B.Sc / Diploma.
• Preferred: MBA in Supply Chain / Materials Management.
• Experience: 2-8 years in procurement or sourcing.

• On-time procurement vs required date.
• Cost savings achieved.
• Vendor performance score.
• Reduction of material shortages.
• Accuracy of purchase records and reports.