Purchasing Executive

Job Description - Purchase Executive

Department: Purchase Operations & Vendor Management

Location: Makarba S.G Highway Ahmedabad

Role Summary:

The Purchase Executive is responsible for end-to-end purchase operations, including PO creation, vendor coordination, handling purchase-related queries from internal stakeholders, ensuring timely availability of stock, and maintaining accurate purchase data in the system.

Key Responsibilities:

Purchase Operations:

• Execute day-to-day purchasing activities as per approved requirements

• Create and release Purchase Orders (POs) in WMS, External Purchase Softwares

• Follow up with vendors for order confirmation, dispatch, and delivery

• Ensure timely availability of stock as per business needs

• Track GRN completion, shortages, excess, damages, and rate mismatches

Vendor Management:

• Coordinate with vendors for pricing, availability, lead times, and credit terms

• Handle vendor communications, escalations, and issue resolution

• Support new vendor onboarding and documentation

• Maintain vendor master data and rate contracts

• Assist in negotiations as guided by seniors

Purchase Queries & Coordination:

• Act as the first point of contact for purchase-related queries from stores, warehouse, planning, and finance

• Resolve queries related to PO status, pricing, GRN, invoices, and stock availability

• Coordinate with finance for invoice booking and reconciliations

MIS & Data Management:

• Maintain accurate purchase data, SKU masters, and pricing in ERP

• Prepare basic purchase MIS reports

• Support audits and internal reviews

Key Skills & Competencies:

• Strong understanding of purchase workflows

• Experience in PO creation, GRN tracking, and vendor coordination

• Working knowledge of Pharma rack or Order Genie or Easy Solv

• Proficiency in MS Excel

• Strong communication and follow-up skills

Qualification & Experience:

• Bachelor’s degree (Commerce / Supply Chain / Management preferred)

• 0.5–5 years of experience in Purchase Operations

Key Performance Indicators (KPIs):

• Timely PO creation and closure

• Purchase query resolution TAT

• Vendor delivery adherence

• GRN and invoice closure accuracy

• Stock availability