Purchasing Coordinator

Job Summary

The Purchase Sales coordinator is responsible for supporting the sales team by managing customer inquiries, preparing quotations, processing sales orders, coordinating with suppliers and logistics partners, and ensuring timely order fulfilment. The role requires close coordination with customers, vendors, and internal teams to deliver excellent service while maintaining accurate sales documentation and inventory visibility.

Key Responsibilities

• Support the sales team with day-to-day administrative tasks.
• Prepare quotations, proposals, purchase orders, and sales-related documentation.
• Process customer orders and ensure timely order fulfilment.
• Coordinate with production, logistics, finance, and customer service teams for smooth order execution.
• Maintain and update customer records, sales data, and CRM systems.
• Track order status and provide regular updates to customers and the sales team.
• Generate daily, weekly, and monthly sales reports.
• Resolve customer queries by coordinating with relevant departments.
• Monitor inventory availability and communicate delivery timelines.
• Prepare and send quotations based on customer RFQs (Requests for Quotation).
• Process customer purchase orders accurately and promptly.
• Coordinate with suppliers and procurement teams to confirm pricing, availability, and lead times.
• Follow up on customer orders from order confirmation through delivery.
• Maintain regular communication with customers regarding order status, shipment schedules, and backorders.
• Coordinate with warehouse and logistics teams to ensure timely dispatch of materials.
• Update ERP/CRM systems with customer information, quotations, orders, and shipment details.
• Generate sales reports, order status reports, and outstanding quotation reports.
• Support the sales team in achieving revenue and customer service objectives.
• Handle documentation related to invoices, delivery notes, and shipping documents.
• Coordinate with the finance team regarding payment follow-ups, credit limits, and account reconciliations.
• Maintain accurate records of customer interactions and sales activities.
• Assist in resolving customer complaints related to deliveries, shortages, or product issues.
• Build and maintain strong relationships with customers by providing timely and professional support.

Required Qualifications

• Bachelor's degree in Commerce, Business Administration, Electronics, or a related field.
• 2–5 years of experience in sales coordination, preferably in electronic components, industrial products, or B2B distribution.
• Experience with ERP systems such as SAP, Oracle, Microsoft Dynamics, or Tally ERP is preferred.
• Good working knowledge of Microsoft Excel, Word, and Outlook.

Preferred Knowledge

• Basic understanding of electronic components such as resistors, capacitors, ICs, connectors, semiconductors, relays, sensors, and power supplies.
• Familiarity with OEM, EMS, and industrial customers.
• Knowledge of RFQs, BOMs (Bill of Materials), supplier lead times, and inventory management.
• Understanding of import procurement and international supplier coordination is an advantage.

Key Skills

• Excellent communication and customer relationship skills.
• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Ability to prioritize multiple customer orders.
• Analytical and problem-solving skills.
• Team-oriented with a proactive approach.
• Ability to work under tight deadlines.

Key Performance Indicators (KPIs)

• RFQ response turnaround time.
• Quotation accuracy.
• Sales order processing accuracy.
• On-time order fulfilment.
• Customer response time.
• Customer satisfaction.
• ERP data accuracy.
• Support to sales revenue growth.

Working Relationships

• Sales Team
• Procurement Team
• Warehouse & Logistics
• Finance & Accounts
• Suppliers and Manufacturers
• Customers (OEMs, EMS companies, Industrial Clients, Dealers)

Preferred Candidate Profile

• Experience in an electronic component’s distributor, semiconductor distributor, or industrial automation company.
• Ability to understand technical product specifications and coordinate with suppliers.
• Customer-focused with strong follow-up skills and a commitment to service excellence.

 Position Overview

We are looking for a proactive and detail-oriented Purchase Executive to join our team in Maharashtra. The ideal candidate will be responsible for managing the end-to-end procurement process, developing strong vendor relationships, ensuring timely procurement of materials, and supporting efficient inventory and supply chain operations. The candidate should possess excellent negotiation, analytical, and communication skills with experience in purchasing and vendor management.

Key Responsibilities

Manage the complete procurement cycle, from vendor sourcing to purchase order execution.

Identify, evaluate, and onboard reliable vendors to ensure quality, cost-effectiveness, and timely delivery.

Compare supplier quotations and negotiate pricing, payment terms, and contracts.

Prepare, issue, and track purchase orders to ensure timely procurement of materials.

Coordinate with vendors and internal departments to maintain uninterrupted supply of goods and services.

Monitor order status and resolve delivery, quality, or supply-related issues promptly.

Review the quality of purchased materials and ensure compliance with company standards.

Analyze purchasing trends, forecast material requirements, and support inventory optimization.

Maintain accurate procurement records and prepare purchase-related reports and cost analyses.

Ensure procurement activities comply with company policies and supply chain best practices.

Required Qualifications

Bachelor's degree in Electronics Engineering (B.E./B.Tech) or a related discipline.

Minimum 2-5 years of experience in procurement, purchasing, or supply chain operations.

Proven experience as a Purchase Executive, Purchasing Officer, Purchasing Agent, or in a similar role.

Strong knowledge of vendor sourcing, supplier evaluation, and procurement processes.

Experience with purchasing or ERP software (such as Procurify, SpendMap, SAP, Oracle, or equivalent).

Good understanding of inventory management and supply chain procedures.

Strong negotiation, analytical, and problem-solving skills.

Excellent verbal and written communication skills.

Proficiency in Microsoft Excel and other MS Office applications.

Preferred Skills

Ability to analyze procurement costs and prepare financial or purchasing reports.

Strong organizational and time-management skills with attention to detail.

Ability to work collaboratively with cross-functional teams in a fast-paced environment.

Job Details

Job Title: Purchase Executive

Employment Type: Full-time

Work Mode: On-site

Location: Maharashtra, India

Experience: 2-5 years

Salary: (based on experience and qualifications)