Purchase Executive

COLD CARE SERVICES PVT LTDJOB DESCRIPTION – PURCHASE EXECUTIVE

Job Title: Purchase Executive

Department: Purchase / Procurement

Job Location: Hyderabad, Telangana

Work Type: Full-time, Work from Office

Experience: 1–3 years preferred

Salary: 15000 - 20000

Working Days: Monday to Saturday

Office Timings: 9:30 AM to 6:00 PM

1. Job SummaryWe are looking for a responsible and organised Purchase Executive to manage the procurement of materials, office supplies, equipment and project/site requirements. The candidate will coordinate with vendors, compare quotations, negotiate prices, ensure timely deliveries and maintain accurate purchase records.

2. Key ResponsibilitiesA. Purchase & Procurement

• Identify suitable suppliers and vendors for company and project requirements.
• Collect and compare quotations from multiple vendors.
• Negotiate prices, payment terms, delivery schedules and other commercial conditions.
• Prepare purchase orders after obtaining the required approval.
• Ensure materials are purchased at competitive prices without compromising quality.
• Arrange the timely purchase of materials required at project sites.

B. Vendor Management

• Develop and maintain a vendor database with contact details, quotations and GST information.
• Coordinate with vendors regarding pricing, availability, delivery and payment terms.
• Follow up on pending orders and delayed deliveries.
• Evaluate vendor performance based on price, quality, delivery and reliability.
• Identify alternative vendors when required.

C. Site & Project Procurement

• Coordinate with the Project Director, Site Project Manager and Site Engineers to understand material requirements.
• Collect material requests from office and project sites.
• Arrange construction materials, electrical items, mechanical items, tools, safety equipment and other project-related supplies as required.
• Verify material specifications, quantities and delivery locations.
• Follow up to ensure materials reach the correct site on time.
• Maintain records of site-wise purchases and material deliveries.

D. Purchase Documentation

• Prepare and maintain purchase orders, quotations and comparison sheets.
• Collect purchase bills, invoices, delivery challans and other supporting documents.
• Verify that the materials received match the purchase order and invoice.
• Coordinate with the Accounts Department for invoice verification and payment processing.
• Maintain purchase registers and supplier payment-pending records.
• Ensure all purchase transactions have the necessary approval and supporting documents.

E. Inventory & Stock Control

• Maintain records of materials purchased, received, issued and pending.
• Coordinate with site teams to check available stock before placing new orders.
• Avoid unnecessary purchases, excess stock and material wastage.
• Maintain records of damaged, short-supplied or rejected materials.
• Inform management about shortages and urgent requirements.

F. Reporting

• Prepare daily updates on purchases and pending requirements.
• Submit weekly purchase and vendor follow-up reports.
• Prepare a monthly purchase report showing total purchases, project-wise expenses, pending orders and cost-saving measures.
• Report delivery delays, price changes and urgent purchase requirements to management.
• Maintain updated Excel sheets and digital purchase records.
• 3. Required QualificationsBachelor's degree or relevant qualification in Commerce, Business Administration, Supply Chain Management or a related field is preferred.
• Candidates with relevant procurement experience may also be considered.
• 1–3 years of experience in purchasing, procurement or vendor coordination is preferred.
• Experience in construction, infrastructure, cold storage, refrigeration or project-based procurement will be an advantage.
• 4. Required SkillsGood negotiation and communication skills.
• Knowledge of vendor management and quotation comparison.
• Good working knowledge of MS Excel and MS Office.
• Ability to maintain accurate purchase and expense records.
• Understanding of invoices, purchase orders, delivery challans and GST details.
• Strong follow-up and time-management skills.
• Ability to coordinate with office staff, Accounts, management and site teams.
• Honesty, accountability and attention to detail.

5. Reporting StructureThe Purchase Executive will report to the designated reporting manager, Project Director or management, as assigned by the company.

The role requires regular coordination with Accounts, HR/Admin, Site Project Managers, Site Engineers and other departments.

6. Performance EvaluationThe employee's performance will be evaluated based on:

1. Timely procurement and delivery of materials.
2. Cost savings achieved through effective negotiations.
3. Accuracy of purchase orders and documentation.
4. Vendor reliability and coordination.
5. Proper tracking of site-wise purchases and expenses.
6. Avoidance of unnecessary purchases and excess stock.
7. Timely submission of daily, weekly and monthly reports.
8. Compliance with company purchase approval procedures.

7. General InstructionsNo purchase order should be placed without the required approval.

• Company purchases must be supported by appropriate bills, invoices and payment records.
• Personal purchases must not be included in company expenses.
• Vendor selection and payment commitments must follow company procedures.
• All company purchase records and confidential information must be handled responsibly.

8. Application DetailsInterested candidates may submit their updated CV/resume to:

Email: hr@coldcareservices.com

Subject: Application for Purchase Executive Position

Cold Care Services Pvt Ltd