Purchase Executive

1             Purchase Requirement Coordination

a)           Collect purchase requisitions (PR) from all departments

b)           Verify stock availability before initiating purchase

c)           Ensure PRF-to-PO process adherence as per defined workflow

2              Purchase Order (PO) Execution

a)           Prepare and issue Purchase Orders as per approved PR

b)           Ensure accuracy in quantity, pricing, GST, and terms

c)           Maintain proper PO records and tracking sheets

3             Vendor Coordination (Execution Level)

a)           Obtain quotations from multiple vendors

b)           Share comparative statements (CS) with Purchase Manager

c)           Follow up with vendors for confirmations and dispatch

4             Order Tracking & Follow-up

a)           Track all open POs and ensure timely delivery

b)           Coordinate with vendors for dispatch status

c)           Escalate delays/issues to Purchase Manager

5             GRN & Purchase Entry

a)           Ensure proper inward of materials (GRN coordination)

b)           Make purchase entries in ERP/system

c)           Cross-check invoice vs PO vs received material

6             Payment Coordination

a)           Coordinate with Accounts for vendor ledger reconciliation

b)           Share payment details with vendors after approval

c)           Follow up for payment confirmations

7             Quality Check Coordination

a)           Ensure materials received match required specifications

b)           Highlight quality issues to the Manager for further action

c)           Support DRRP process (Damage/Repair/Replace/Return) execution

d)           Ensure purchased materials meet quality standards

8             Vendor Relationship (Operational Level)

a)           Maintain day-to-day communication with vendors

b)           Follow up for dispatch, documents, and payments

c)           Maintain vendor contact database

d)           Maintain good relationship with vendors

9             Cost Control

a)           Focus on cost-saving opportunities

b)           Avoid unnecessary purchase

10          Documentation & MIS

a)           Maintain all purchase-related documents (PO, Invoice, GRN)

b)           Update data in ERP / Excel / Google Sheets

c)           Prepare and share reports:

i.             Pending PO Report

ii.            Vendor-wise Purchase Report

iii.           Delivery Status Report

11           Cost Awareness & Control Support

a)           Avoid duplicate or unnecessary purchases

b)           Highlight cost variations to Manager

c)           Support in identifying basic cost-saving opportunities