Procurement Coordinator

Senior Executive - Procurement Coordinator - Ports & Terminals - Chennai

Job Purpose/Objective

To co-ordinate and assist the HODs in timely purchase of maintenance spares, consumables, equipment for the terminal

Key responsibilities 

• 1. Import Clearance and Documentation

• Ensure timely clearance of imported goods, spare parts, and equipment as per customs regulations.

• Coordinate with clearing agents & freight forwarders to resolve issues related to documentation, duties and compliance.

• Liaison with the supplier / vendor in order to ensure that the correct and relevant document is furnished.

• Verify and maintain all import-related documents, including invoices, packing lists, bill of lading, duty challans, bill of entry, etc.

• Keep records updated for audit and compliance purposes.

• Track shipment schedules and provide updates to the engineering team on expected delivery timelines.

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• 2. Scrap Disposal Management

• Coordinate with the central procurement team and buyers for the timely and compliant disposal of scrap material (e.g., metals, old equipment, unusable spares).

• Ensure adherence to environmental, legal and company policies related to scrap disposal.

• Obtaining all the necessary internal approvals for the scrap disposal.

• Facilitate buyer inspections, approvals and documentation processes related to scrap sales.

• Ensure realization of maximum commercial value for scrap through proper coordination the procurement team.

• Manage logistics for smooth removal of scrap from the terminal.

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• 3. Purchase Order Management (Less than 25K)

• Collate the requirement of < INR 25K materials from the users.

• Discuss with the potential suppliers regarding the pricing of the material.

• Support in the evaluation and comparison of quotations based on pricing, lead time, and technical compliance.

• Track and monitor PO status, shipping, and delivery schedules to ensure on-time receipt of materials.

• Plan and execute procurement within dry docking budget limits; highlight potential cost overruns with justifications.

• Facilitate emergency procurement requirements during live dry-docking activities by coordinating with vendors and expediting delivery.

• Maintain updated order trackers and procurement logs.

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• 4. Procurement Coordination (Engineering Department)

• Work as SPOC between the Engineering department and the central procurement team.

• Follow up on pending PRs to ensure timely conversion to Purchase Orders POs.

• Track and expedite delivery schedules for ongoing POs.

• Resolve issues related to vendor follow-ups, delayed deliveries, and documentation.

• Support the engineering team in ensuring correctness in scope, specifications and supporting documents.

• Monitor and periodically report the status of all procurement-related.

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• 5. Compliance and Process Improvement

• Ensure adherence to all statutory, customs, and internal compliance requirements.

• Ensure that the company’s procurement policies and procedures are followed.

• Ensure documentation compliance for audit and reporting purposes.

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• 6. Internal and External Collaboration

• Publish periodic reports on PR/PO status, import clearance, and scrap disposal.

• Build and maintain cooperative relationships with key suppliers to ensure service continuity and performance.

• Support internal and external audits by providing necessary data and documents.

• Ensure timely payments to vendors as per the agreed terms.

 

QUALIFICATIONS & COMPETENCIES 

Skills and Competencies

• Graduate in Mechanical / Production / Electrical Engineering

• Knowledge of purchasing; receiving; invoice processing; maintenance and auditing.

• Sound working knowledge of maintenance workshop, terminal systems, and terminal plant and equipment.

• Experience in Purchasing including imports for at least 3 - 5 years.

• A sound knowledge of inventory control procedures

  Computer literacy and keyboard skills

Stakeholder  

Internal: HODs and Central Procurement team

External: Vendors

• Educational Qualification (min)

• Graduate in Mechanical / Production / Electrical Engineering

 

• Preferred Certifications if any

 -

 

• Range/ Min no of years - of overall Experience required 

   

Minimum 3 - 5 years of practical experience in Purchasing including imports

• Min no of years of Industry specific experience required, if any & the industry type

   

Minimum 3 years of experience.

 

Experience Level

Senior Level