Purchase Executive

Job Title: Purchase and Dispatch Executive

Department: Procurement & Logistics

Reports To: Procurement Manager / Logistics Manager

Location: Rudram Icon, Ahmedabad.

Job Overview:

The Purchase and Dispatch Executive will be responsible for managing all procurement processes, vendor negotiations, and material dispatch activities. This role ensures timely and cost-effective sourcing of goods, supplies, and services, while also coordinating and overseeing the dispatch of materials to various locations.

Key Responsibilities:

Procurement Management:

• Vendor Sourcing and Management: Identify, evaluate, and maintain relationships with suppliers and vendors to ensure quality materials and competitive pricing.
• Negotiation and Contracts: Negotiate contracts with suppliers to secure favorable terms, pricing, and delivery schedules. Ensure compliance with company policies and contractual obligations.
• Purchase Order Management: Raise and manage purchase orders, ensuring timely and accurate ordering of materials and supplies.
• Inventory Management: Monitor inventory levels, forecast requirements, and ensure the timely replenishment of stock to avoid shortages.
• Quality Control: Verify the quality and quantity of received goods, ensuring they meet the company’s standards and specifications.
• Cost Optimization: Analise procurement costs and suggest cost-saving initiatives without compromising on quality.
• Supplier Evaluation: Continuously evaluate supplier performance and resolve any issues related to supply, quality, or delivery.

Dispatch Management:

• Dispatch Coordination: Coordinate the timely dispatch of materials to customers, clients, or various departments within the company.
• Documentation and Record-Keeping: Prepare and maintain dispatch documentation such as delivery notes, invoices, shipping details, and inventory reports.
• Logistics Coordination: Work closely with logistics teams and third-party vendors to ensure that dispatched materials are delivered on time and in good condition.
• Shipment Tracking: Track and monitor dispatched shipments to ensure accurate and timely delivery. Address any delays or issues promptly.
• Packaging and Labelling: Oversee packaging, labelling, and handling of products to ensure compliance with safety and quality standards during dispatch.
• Return Management: Manage returns and exchanges of dispatched goods, ensuring smooth coordination for defective or unsatisfactory products.

Compliance & Reporting:

• Regulatory Compliance: Ensure all procurement and dispatch processes comply with legal regulations, company policies, and industry standards.
• Reporting: Maintain accurate records and reports on procurement activities, vendor performance, and dispatch operations. Provide regular updates to management on key metrics, such as costs, delivery timelines, and inventory levels.
• Problem-Solving: Resolve any procurement or dispatch-related issues, including delays, inventory discrepancies, or vendor-related problems.

Skills and Qualifications:

• Educational Background: Graduate
• Experience: Proven experience (3+ years) in procurement, vendor management, and dispatch operations.
• Strong Negotiation Skills: Ability to negotiate favorable terms and conditions with suppliers and vendors.
• Attention to Detail: High attention to detail in managing orders, deliveries, and documentation.
• Time Management: Ability to prioritize tasks and manage multiple orders simultaneously.
• Communication Skills: Strong written and verbal communication skills for effective interaction with vendors, suppliers, and internal teams.
• Technical Proficiency: Familiarity with procurement software, ERP systems, and basic MS Office (Excel, Word) skills.
• Problem-Solving Ability: Strong analytical skills to address procurement issues and dispatch challenges effectively.

Personal Attributes:

• Strong organizational and multitasking skills.
• Ability to work under pressure and meet deadlines.
• Team player with the ability to collaborate with multiple departments.
• Proactive and resourceful in finding solutions to procurement and dispatch challenges.