Purchase Executive

About the Role Full-Time We are looking for a Purchase Executive to manage day-to-day procurement activities, vendor coordination, quotation management, purchase orders, delivery follow-ups and purchase documentation. The candidate should have good negotiation and communication skills, strong attention to detail, and the ability to coordinate effectively with vendors, sales, technical, warehouse and finance teams. Key Responsibilities 1. Procurement & Sourcing • Identify and source products, equipment and materials based on business requirements. • Obtain quotations from multiple vendors and compare pricing, specifications, warranty, delivery timelines and payment terms. • Negotiate with vendors to obtain competitive pricing and favourable commercial terms. • Develop and maintain a reliable vendor network. • Evaluate new vendors based on price, quality, availability, service and reliability. 2. Purchase Order Management • Prepare and issue Purchase Orders after obtaining necessary approvals. • Ensure Purchase Orders clearly mention product specifications, quantity, price, taxes, warranty, delivery terms and payment terms. • Track open Purchase Orders and ensure timely fulfilment. • Maintain proper purchase records and documentation. 3. Vendor Coordination • Coordinate with vendors regarding availability, pricing, delivery schedules and product specifications. • Follow up regularly for pending orders and delayed deliveries. • Resolve issues relating to shortages, wrong products, damaged products, warranty and replacements. • Maintain professional and long-term vendor relationships. 4. Delivery & Inventory Coordination • Coordinate with stores/warehouse and internal teams to ensure timely receipt of materials. • Verify received quantities against Purchase Orders and vendor invoices. • Coordinate for replacement or return of defective/damaged materials. • Monitor stock availability and support timely procurement based on requirements. 5. Purchase Documentation• Maintain vendor quotations, comparative statements, Purchase Orders, delivery documents and invoices. • Ensure proper documentation and approval before placing orders. • Maintain vendor-wise purchase records. • Assist Finance in resolving invoice and purchase-related discrepancies. 6. Cost Control & Negotiation • Compare market prices and identify opportunities for cost savings. • Negotiate discounts, credit periods, freight and other commercial terms. • Track purchase prices and identify significant price variations. • Ensure purchases are made within approved budgets and authorised limits. 7. Coordination with Internal Teams • Coordinate with Sales/Business Development teams for customer-specific procurement requirements. • Coordinate with Technical/IT teams to understand product specifications and technical requirements. • Coordinate with Finance for vendor payments, invoice verification and outstanding issues. • Coordinate with management for approvals and exceptional purchases. Required Skills & Qualifications • Bachelor's degree in Commerce / Business Administration / Supply Chain / Procurement or a related field. • 2–5 years of experience in purchase/procurement, preferably in IT hardware, electronics, equipment rental, trading or a similar business. • Good knowledge of procurement processes and vendor management. • Strong negotiation and communication skills. • Good knowledge of MS Excel and MS Office. • Experience in preparing comparative statements and Purchase Orders. • Ability to work with ERP/accounting/procurement software. • Good follow-up and coordination skills. • Strong attention to detail and documentation. Preferred Experience • Experience purchasing laptops, desktops, monitors, servers, networking equipment, IT accessories or electronic products. • Existing vendor contacts in the IT hardware/equipment market. • Experience negotiating with distributors, dealers and OEM partners. • Understanding of GST, tax invoices and basic commercial terms. • Experience in an SME/MSME environment. Key Performance Indicators (KPIs) • Purchase cost savings achieved through negotiation. • Timely procurement against approved requirements. • Vendor delivery performance. • Accuracy of Purchase Orders and procurement documentation. • Reduction in delayed/pending Purchase Orders. • Vendor quality and issue resolution. • Compliance with internal purchase approval procedures. • Effective vendor development and relationship management.Candidate Profile The ideal candidate should be a proactive and hands-on procurement professional who can independently manage vendor sourcing, quotation comparison, negotiation, order placement and delivery follow-up. The candidate should have strong commercial awareness and be able to balance price, quality, availability, warranty, delivery timelines and payment terms while making procurement decisions. Position Summary Experience: 2–5 years   Qualification: Any Graduate, preferably B.Com / BBA / Supply Chain / Procurement Industry Preference: IT Hardware / Electronics / Equipment Rental / Trading / Procurement