Purchase Executive

Key Roles and Responsibilities:

I. Procurement & Purchase Management:

• Vendor Management: Identify, evaluate, and establish relationships with reliable suppliers, vendors, and service providers.
• Maintain an updated database of approved vendors and their contact information.
• Conduct regular vendor performance evaluations based on quality, delivery, and cost.
• Requisition & Order Processing: Receive and review purchase requisitions from various departments.
• Prepare and issue purchase orders (POs) accurately and in a timely manner.
• Track the status of orders and ensure on-time delivery.
• Quotation & Negotiation: Obtain competitive quotations from multiple suppliers for required goods and services.
• Negotiate pricing, terms, and conditions with vendors to secure the best value for the company.
• Analyze price proposals, financial reports, and other data to determine reasonable prices.
• Inventory & Stock Management (if applicable):Monitor inventory levels and coordinate with relevant departments to avoid stockouts or overstocking.
• Conduct regular stock audits and reconciliation.
• Payment & Documentation: Verify invoices against purchase orders and goods received notes (GRN).
• Coordinate with the accounts department for timely vendor payments.
• Maintain accurate and organized records of all purchase-related documents (POs, invoices, GRNs, contracts).
• Market Research: Stay informed about market trends, new products, and changes in supply and demand.
• Identify opportunities for cost savings and process improvements in procurement.

II. Administrative Support:

• Office Management: Ensure the smooth functioning of the office environment.
• Manage office supplies inventory, procure as needed, and ensure adequate stock levels.
• Oversee maintenance and repair of office equipment and facilities.
• Travel & Logistics: Arrange domestic and international travel for staff, including flight bookings, hotel reservations, and visa assistance.
• Coordinate logistics for company events, meetings, and conferences.
• Record Keeping & Documentation: Maintain and update various administrative files and databases.
• Handle incoming and outgoing correspondence (emails, letters, packages).
• Assist in preparing reports, presentations, and other documents as required.
• Front Desk & Communication (if applicable):Manage the reception area, greeting visitors and directing inquiries.
• Handle incoming calls and direct them to the appropriate personnel.
• Support to Other Departments: Provide general administrative support to various departments as needed.
• Assist in the onboarding process for new employees (e.g., setting up workstations, providing necessary supplies).