Purchase Assistant

Job Description – Purchase Executive (Pharmacy)

Position

Purchase Executive

Location

Green Plus Pharmacy

Reporting To

Purchase Manager / Proprietor

Job Summary

The Purchase Executive is responsible for ensuring the timely procurement of medicines, surgical items, FMCG products, and other pharmacy essentials at the best possible cost while maintaining optimum inventory levels. The role requires coordination with suppliers, distributors, warehouse staff, and store managers to ensure uninterrupted stock availability.

Key Responsibilities

Inventory & Purchasing

* Review daily stock requirements from all branches.

* Generate purchase orders based on Min-Max inventory levels.

* Ensure fast-moving medicines are always in stock.

* Prevent overstocking and unnecessary purchases.

* Monitor near-expiry and non-moving inventory before placing new orders.

* Place orders with approved suppliers and distributors.

Vendor Management

* Maintain relationships with distributors and pharmaceutical companies.

* Negotiate better purchase prices, schemes, and credit periods.

* Compare quotations from multiple suppliers.

* Track supplier performance for delivery, pricing, and service quality.

Order Management

* Follow up on pending purchase orders.

* Ensure timely deliveries.

* Coordinate with warehouse and stores for receipt of goods.

* Resolve shortages, damaged items, and billing discrepancies.

Inventory Analysis

* Monitor stock ageing.

* Identify slow-moving and non-moving products.

* Coordinate returnable stock with distributors.

* Prepare weekly and monthly purchase reports.

Documentation

* Maintain purchase records and invoices.

* Verify supplier bills before forwarding for payment.

* Ensure GST and batch details are accurate.

* Update purchase data in the pharmacy software.

Coordination

* Work closely with branch managers and pharmacists.

* Coordinate with accounts regarding supplier payments.

* Assist during audits and stock verification.

Skills Required

* Knowledge of medicines and pharmaceutical products.

* Good communication and negotiation skills.

* Strong analytical and numerical ability.

* Basic knowledge of Excel and pharmacy software (WonderSoft eShopAid preferred).

* Ability to work under pressure and meet deadlines.

* Good organizational and documentation skills.

Qualification

* Bachelor’s degree.

* Experience in pharmacy purchasing is preferred.

* Freshers with strong analytical skills may also apply.

Key Performance Indicators (KPIs)

* Product availability above 98%.

* Reduction in stock-outs.

* Reduction in non-moving inventory.

* Timely purchase order completion.

* Maximum utilization of company schemes and discounts.

* Purchase cost savings through negotiation.

* Accurate documentation with minimal errors.

Working Hours

As per company policy.

Preferred Qualities

* Honest and trustworthy.

* Attention to detail.

* Responsible and self-motivated.

* Strong follow-up skills.

* Team player with a problem-solving attitude.