Purchase Manager

• Key Responsibilities

• 1. Procurement & Vendor ManagementManage end-to-end procurement activities for all real estate projects.
• Identify, evaluate, and develop new vendors and contractors.
• Obtain quotations, prepare comparative statements (CS), and negotiate prices.
• Finalize Purchase Orders (POs) after obtaining necessary approvals.
• Maintain an approved vendor database.

• 2. Material PlanningCoordinate with Project, Engineering, and Store departments to understand material requirements.
• Ensure timely procurement to avoid project delays.
• Monitor inventory levels and prevent stock shortages or excess purchases.

• 3. Purchase Order ManagementPrepare and issue Purchase Orders in ERP.
• Track pending Purchase Orders until material delivery.
• Monitor order status and supplier commitments.
• Ensure all PO terms and conditions are properly documented.

• 4. Vendor Performance MonitoringMonitor vendor quality, delivery timelines, and pricing.
• Conduct periodic vendor evaluations.
• Resolve supplier disputes and performance issues.

• 5. Cost ControlNegotiate competitive prices and payment terms.
• Identify opportunities for cost reduction without compromising quality.
• Monitor procurement budgets and project-wise purchase costs.

• 6. Documentation & ComplianceEnsure proper documentation of quotations, PO approvals, invoices, and GRNs.

• Verify GST compliance of vendors.
• Coordinate with Accounts for invoice processing and payment.
• Ensure compliance with company procurement policies.

• 7. CoordinationCoordinate with:
• Project Team
• Site Engineers
• Stores
• Accounts Department
• Finance Department
• Vendors and Contractors

• 8. ReportingPrepare weekly and monthly Purchase MIS.
• Submit reports on:
• Pending Purchase Orders
• Vendor Performance
• Cost Savings
• Material Delivery Status
• Purchase Budget vs Actual

• Purchase Bill Recording

• Verify purchase invoices with the approved Purchase Order (PO), Goods Receipt Note (GRN), and delivery challan.
• Record purchase bills accurately in the ERP system with the correct vendor, project, cost center, GST details, and ledger mapping.
• Ensure invoices are booked within the applicable accounting period.
• Verify GST details, HSN/SAC codes, tax rates, and vendor GSTIN before bill recording.
• Match invoice quantities and rates with the Purchase Order and approved quotations.
• Coordinate with the Stores and Site Team for GRN confirmation before invoice booking.
• Resolve discrepancies related to quantity, rate, tax, or supporting documents with vendors.
• Maintain proper documentation of purchase bills and supporting records for audit purposes.
• Forward verified bills to the Accounts Department for payment processing.
• Monitor pending, overdue, and unrecorded purchase bills and ensure timely closure.
• Prepare monthly reports on pending invoices, recorded bills, and vendor outstanding balances.

Procure-to-Pay (P2P) cycle:

• Purchase Requisition (PR)
• Vendor Selection & Quotation Comparison
• Purchase Order (PO)
• Material Delivery Follow-up
• Goods Receipt Note (GRN)

• Purchase Bill Recording in ERP
• Invoice Verification (PO–GRN–Invoice Matching)
• Submission to Accounts for Payment
• Vendor Reconciliation
• MIS & Cost Analysis