Purchase Executive

1. Job ObjectiveTo manage procurement of construction materials, equipment, consumables and services at competitive prices while ensuring quality, timely delivery and adherence to approved project budgets.

• 2. Key ResponsibilitiesA. Purchase & ProcurementReceive and process Purchase Requisitions (PR) from project sites and departments.
• Obtain quotations from minimum 3 approved vendors wherever practicable.
• Prepare comparative statements (CS) for management approval.
• Negotiate prices, payment terms, delivery schedules and commercial conditions.
• Generate Purchase Orders (PO) after obtaining necessary approvals.
• Ensure procurement as per approved BOQ, specifications and project requirements.
• Follow up with suppliers for timely delivery of materials.

B. Construction Material ProcurementHandle procurement of:

• Cement, steel, sand, aggregate and RMC.
• Bricks, blocks, AAC blocks and construction chemicals.
• Structural steel and fabrication materials.
• Electrical and plumbing materials.
• Waterproofing and finishing materials.
• Shuttering, scaffolding and construction consumables.
• Tools, machinery, equipment and safety materials.
• C. Vendor ManagementIdentify and develop new suppliers and subcontractor contacts.
• Maintain an approved vendor database.
• Evaluate vendors based on price, quality, delivery and service.
• Monitor supplier performance.
• Resolve supplier-related issues and payment disputes.
• D. Budget & Cost ControlVerify purchase requirements against approved project budgets.
• Compare actual purchase rates with budgeted rates.
• Identify cost-saving opportunities through negotiations.
• Avoid unnecessary purchases and excess inventory.
• Highlight budget deviations to the reporting manager.
• Maintain project-wise procurement cost records.
• E. Documentation & MISMaintain Purchase Requisition (PR) register.
• Maintain Purchase Order (PO) register.
• Prepare daily/weekly procurement status reports.
• Maintain vendor quotation and comparison records.
• Track pending orders and delayed deliveries.
• Coordinate with accounts for invoice verification and payment processing.
• Maintain material-wise purchase rate history.
• F. CoordinationCoordinate with Project Managers, Site Engineers, Store Department and Accounts Department.
• Ensure material specifications are confirmed before ordering.
• Coordinate material inspection and quality approval.
• Ensure timely procurement as per project execution schedules.
• 3. Key Performance Indicators (KPIs)KPIMeasurementPurchase Cost SavingActual saving against approved budgetMaterial DeliveryOn-time delivery percentagePurchase Rate ControlActual rate vs approved budget rateVendor DevelopmentNew approved vendorsDocumentationAccuracy of PR, CS and POEmergency PurchasesReduction in unplanned purchasesBudget CompliancePurchases within approved budgetQuality ComplianceMaterials meeting approved specifications4. Qualification & ExperienceGraduate in Commerce, Business Administration, Supply Chain or Civil Engineering.
• 2–5 years of experience in construction / industrial procurement.
• Knowledge of construction materials and specifications.
• Good negotiation and vendor management skills.
• Knowledge of MS Excel and ERP / purchase management software.
• Understanding of BOQ, purchase orders and comparative statements.
• 5. Required SkillsNegotiation and communication.
• Cost analysis and commercial understanding.
• Vendor development.
• Material knowledge.
• Excel and MIS reporting.
• Planning and coordination.
• Problem-solving and decision-making.
• 6. Authority & LimitationsCan obtain quotations and negotiate commercial terms.
• Cannot independently approve purchases beyond delegated authority.
• Cannot split purchase orders to bypass approval limits.
• Cannot change approved material specifications without authorization.
• All purchases must follow the company's DOA and procurement policy.

7. Expected OutcomeThe Purchase Executive must ensure that the right material is purchased at the right price, with the right quality, at the right time and within the approved project budget.