Procurement Executive - Returns

Department - Central Procurement

Reporting To - Manager Procurement

Job Purpose The Returns Executive will be responsible for managing the end-to-end vendor return lifecycle, ensuring timely processing of return claims, coordinating reverse logistics, and minimizing inventory write-offs through effective execution and stakeholder management.

Key Responsibilities

1. Vendor Returns Management

• Manage end-to-end return processes with pharmaceutical vendors.

• Coordinate approvals, return authorizations, and documentation with vendors.

• Track pending return claims and ensure timely closure.

2. Reverse Logistics

• Plan and coordinate return pickups from warehouses.

• Liaise with warehouse, transport, and vendor teams for smooth execution.

• Monitor return shipment status until successful closure.

3. Near-Expiry Inventory Management

• Identify SKUs approaching expiry.

• Coordinate timely returns to vendors to minimize write-offs.

• Track return eligibility as per vendor policies.

4. Reconciliation & Documentation

• Reconcile physical returns against system records.

• Ensure issuance and receipt of credit notes.

• Maintain complete documentation for audits and compliance.

5. MIS & Reporting

• Publish periodic dashboards covering:

o Return value o Pending return ageing o Vendor-wise performance o Credit note status o Write-off prevention metrics

6. Cross-functional Coordination Work closely with:

• Procurement • Warehouse Operations • Finance • Supply Chain • Vendor Partners to ensure timely execution of return activities.

7. Process Improvement

• Identify bottlenecks in the return lifecycle.

• Drive automation and process standardization initiatives.

• Improve turnaround time (TAT) for vendor returns

Desired Skills

• Strong analytical and coordination skills

• Excellent follow-up and stakeholder management

• Good knowledge of MS Excel (Pivot Tables, VLOOKUP/XLOOKUP, basic formulas)

• Ability to work with large datasets

• Attention to detail

• Strong communication skills Preferred Qualification

• Bachelor's degree (B.Com/B.Sc/B.Pharm/BBA or equivalent)

• 1–3 years of experience in Procurement, Supply Chain, Warehouse Operations, or Vendor Returns

• Experience in the pharmaceutical or healthcare industry will be preferred Key Performance Indicators (KPIs)

• Return closure TAT

• Vendor return recovery value

• Near-expiry inventory returned vs. written off

• Credit note realization

• Pending return ageing

• Vendor SLA adherence

• Process accuracy and compliance