Purchase Executive

A.    Operational Procurement Support

1.    Generate, verify, and release Purchase Orders (POs) in the system with approved purchase requisitions (PRs), BOMs, and negotiated terms, ensuring accuracy in specifications, quantity, pricing, and delivery timelines.

2.    Track end-to-end purchase workflows, including requisition review, RFQ issuance to suppliers, quote comparison, supplier confirmation, and PO closure.

3.    Ensure timely follow-up on pending orders, monitoring supplier dispatches and coordinating with stores team for GRN (Goods Receipt Note) processing and stock inward.

B.    Vendor Communication & Order Coordination

1.    Communicate and follow up daily with suppliers for order acknowledgements, production status, delivery schedules, and dispatch documentation.

2.    Resolve basic supplier queries related to PO terms, delivery locations, invoicing requirements, and material clarifications with support from the Purchase Manager.

3.    Assist in negotiating delivery timelines and freight terms for standard and repeat orders, in alignment with project schedules and production urgencies.

C.    Procurement Documentation & Compliance

1.    Maintain a structured and auditable filing system for purchase documentation including PRs, POs, quotations and comparisons, inspection certificates & notes, and supplier records.

2.    Prepare procurement MIS, PO logs, and supplier delivery reports.

3.    Ensure data accuracy and consistency between ERP entries and physical documentation to enable transparent reporting and audit readiness.

4.    Adhere to internal control guidelines, procurement SOPs, and company policy regarding vendor communication, ethical conduct, and document handling.

D.    Inventory Synchronization & Material Planning Support

1.    Monitor material requirement triggers from the ERP system and PPC, open PO status, backorders, and critical material follow-ups.

2.    Coordinate proactively with the store and PPC teams to ensure timely ordering of fast-moving or safety-critical items and flag potential shortages in advance.

3.    Support reordering decisions using data tools such as minimum stock levels, ABC analysis, and vendor lead times.

E.     Supplier Evaluation & Audit Readiness

1.    Assist in compiling supplier data for evaluation purposes—tracking delivery performance, pricing consistency, and quality compliance.

2.    Coordinate with the QA and Purchase teams during supplier assessments by providing necessary documentation, past records, and communication history.

3.    Support supplier audits by maintaining updated vendor files, previous audit checklists, certificates (e.g., ISO, GST, MSME), and product test reports.

F.     MIS, Analytics & Reporting

1.    Encourage the use of eco-friendly and recyclable materials, wherever technically feasible and commercially viable, in coordination with the Purchase Manager.

2.    Support implementation of good purchasing practices, including fair comparison of suppliers, unbiased decision-making, and compliance with environmental regulations.

3.    Escalate critical issues proactively to the Purchase Manager, such as price mismatches, delivery failures, or repeated vendor defaults.