Purchase Executive

OB DESCRIPTION – SUPPLY CHAIN MANAGEMENT EXECUTIVE1. Job PurposeTo support and execute day-to-day supply chain activities including purchase coordination, vendor follow-up, material planning, inventory monitoring, logistics coordination, documentation and delivery tracking to ensure timely availability of materials and smooth execution of customer orders.

• 2. Key ResponsibilitiesA. Purchase & ProcurementPrepare and send purchase enquiries/RFQs to approved suppliers.
• Collect and compare supplier quotations.
• Prepare comparative statements for purchase decisions.
• Prepare Purchase Orders as instructed by the reporting manager.
• Follow up with suppliers for order confirmation and delivery schedules.
• Track open Purchase Orders and update expected delivery dates.
• Coordinate with suppliers regarding price, quantity, specifications and delivery.
• Follow up for pending and overdue materials.
• B. Material PlanningReview customer orders, BOMs and material requirements.
• Prepare material requirement and procurement status reports.
• Check material availability against production/customer requirements.
• Identify shortages and immediately inform the reporting manager.
• Follow up for critical and long-lead materials.
• Coordinate with Production, Engineering and QA/QC for material requirements.
• C. Vendor CoordinationCommunicate with existing suppliers for regular procurement requirements.
• Obtain quotations and technical/commercial details from vendors.
• Follow up on delayed supplies and pending commitments.
• Coordinate with suppliers for replacement/rejection of defective materials.
• Maintain supplier-wise records of orders, deliveries and pending materials.
• Support vendor evaluation and performance tracking.
• D. Inventory & Stores CoordinationMonitor daily/weekly stock position.
• Maintain records of incoming, issued and available materials.
• Coordinate with Stores for GRN/material receipt updates.
• Identify shortages, excess stock and slow-moving materials.
• Support periodic physical stock verification.
• Reconcile stock records with ERP/Excel records.
• Ensure critical materials are available as per requirement.
• E. Logistics & DispatchCoordinate with transporters, courier agencies, freight forwarders and CHA.
• Arrange transportation for domestic and international shipments.
• Track shipment movement and delivery status.
• Coordinate pickup, dispatch and delivery schedules.
• Prepare/coordinate required shipping documents.
• Follow up for POD/Proof of Delivery after dispatch.
• Escalate shipment delays to the reporting manager.
• F. Import & Export DocumentationCoordinate collection of documents from suppliers such as:
• Proforma Invoice (PI)
• Commercial Invoice (CI)
• Packing List (PL)
• Bill of Lading (BL) / AWB
• Certificate of Origin
• Insurance documents
• Other required certificates
• Coordinate with CHA/freight forwarders for import clearance.
• Track BOE and shipment clearance status.
• Maintain proper records of import/export documents.
• G. Customer Order & Delivery CoordinationTrack customer POs and delivery schedules.
• Prepare order-wise material and delivery status.
• Coordinate internally to ensure materials are available for production and dispatch.
• Follow up with Production and QA/QC for inspection/dispatch readiness.
• Monitor committed delivery dates.
• Immediately report potential delivery delays.
• H. Documentation & ERP/ExcelUpdate Purchase Orders, material status and supplier details in ERP/Excel.
• Maintain purchase and supply-chain records.
• Prepare daily/weekly/monthly SCM reports.
• Maintain pending PO and material shortage reports.
• Coordinate with Finance for invoice, payment and vendor-related documentation.
• Maintain proper filing of procurement and logistics documents.
• 3. Daily ActivitiesCheck pending Purchase Orders.
• Follow up with suppliers for material dispatch.
• Check material shortages.
• Update stock/material status.
• Coordinate with Stores, Production, QA/QC and Finance.
• Track incoming shipments.
• Update customer order delivery status.
• Escalate critical delays or shortages.
• 4. Key Performance Indicators (KPIs)KPIMeasurementSupplier On-Time Delivery% of supplies received on committed datePO Follow-upTimely follow-up of all open POsMaterial AvailabilityAvoid production/customer delivery shortagesInventory AccuracyAccurate system vs. physical stockPurchase DocumentationComplete and error-free documentationLogistics TrackingTimely shipment status updatesCustomer Delivery SupportSupport timely dispatch against POVendor ResponseTimely collection of quotations/confirmationsReportingTimely submission of SCM reportsData AccuracyAccuracy of ERP/Excel updates5. QualificationGraduate in B.Com / BBA / BBM / MBA / Engineering / Supply Chain Management or equivalent.
• 1–5 years of experience in Purchase, SCM, Procurement, Logistics or Operations preferred.
• Freshers with relevant knowledge may also be considered.
• 6. Required SkillsGood communication and coordination skills.
• Good knowledge of MS Excel and MS Office.
• Basic knowledge of ERP systems.
• Purchase and vendor follow-up skills.
• Basic knowledge of logistics and import/export documentation.
• Ability to prepare comparative statements and reports.
• Good attention to detail.
• Ability to follow up continuously and close pending activities.
• Good time-management and problem-solving skills.