Purchase Manager

Key Responsibilities:

1. Purchase Management: • Oversee the entire purchase process, from vendor selection to final stock placement in the warehouse. • Ensure procurement of quality products at the best possible price and maintain compliance with company standards. • Process claims and obtain approval from the Director for replacements or faulty products. • Manage product inflations, price updates, and inform staff accordingly. • Arrange duplicate bills for misplaced invoices and ensure accurate documentation of purchase returns.

2. Inventory Oversight: • Conduct regular visits to the godown to verify proper material placement and address dead stock promptly (send for service, replacement, or scrap as applicable). • Review the system reorder list daily, place orders, and ensure timely material delivery to the designated locations. • Maintain optimal stock levels of high-demand materials to avoid zero-stock situations. • Monitor ageing stock, facilitate sales, and report bill details.

3. Vendor Relations and Approvals: • Obtain price quotes from 3-4 vendors for new purchases and finalize after approval from the HOD or Director. • Ensure timely coordination with vendors for replacements and delivery-related concerns. • Build and maintain vendor relationships to secure bulk buying opportunities when feasible. • Maintain company goodwill and personal professionalism in market dealings.

4. Compliance and Authorization: • Authorize bills daily or within 2-3 days of billing, ensuring verification in the stock ledger and email updates to accounts. • Handle monthly GST reporting and ensure all free gifts with products are documented and handed over to the admin team. • Ensure all purchases are linked to requisitions and report unauthorized purchases.

5. Reporting and Coordination: • Submit detailed reports on purchases, claims, and stock valuation before the 10th of every month. • Share daily stock valuation updates and ageing stock status with the team. • Provide inputs on price comparisons and market trends through emails or verbal communication. • Maintain a purchase register and ensure accurate entries in the product-to-entry cycle.

6. Additional Responsibilities: • Train staff on purchase-related processes and resolve payment issues during challenging periods. • Notify sales executives about delays in ordered product arrivals and manage associated follow ups. • Verify and manage all purchase orders for gadgets via email, including quantity and pricing details. • Oversee purchase returns and ensure reconciliation in the accounts ledger.

7.Skills & Attributes: • Strong negotiation and vendor management skills. • Proficiency in inventory management and reporting tools. • Attention to detail and ability to handle multiple tasks effectively. • Excellent communication and organizational abilities.

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