Purchase Executive

Purchase Executive Role Tasks

• Material Sourcing and Enquiry Management
• Float enquiries (RFQs) to approved vendors as per material requirements
• Collect quotations and ensure timely response from suppliers
• Maintain updated vendor database for all material categories
• Identify new vendors for better pricing and availability
• Quotation Comparison and Analysis
• Prepare Comparative Statements (CS) for all enquiries
• Compare price, delivery, and commercial terms
• Support Purchase Manager in finalizing vendors
• Maintain proper records of quotations and comparisons
• Purchase Order Execution
• Prepare Purchase Orders (POs) as per finalized terms
• Ensure accuracy in material specifications, quantity, and pricing
• Share POs with vendors and confirm acceptance
• Maintain proper documentation of all POs
• Follow-Ups and Expediting
• Regular follow-up with vendors for order confirmation and dispatch
• Track delivery schedules and ensure on-time material supply
• Coordinate for urgent and critical material requirements
• Update status of all open orders on a regular basis
• Coordination with Internal Teams
• Work closely with Planning, Production, Stores, and QA teams
• Understand material requirements and priorities clearly
• Inform teams about delivery timelines and delays
• Ensure smooth communication between vendors and internal teams
• Logistics and Delivery Coordination
• Coordinate with suppliers and transporters for dispatch planning
• Ensure receipt of required documents (Invoice, DC, MTC, etc.)
• Track material movement till receipt at plant/site
• Resolve issues related to shortages or damages
• Inventory and Material Tracking
• Monitor pending orders and material status
• Support in maintaining optimum stock levels
• Avoid delays by tracking critical and fast-moving items
• Update ERP/system with material and order details
• Documentation and Compliance
• Maintain records of RFQs, quotations, CS, POs, and invoices
• Ensure all documents are complete and properly filed
• Support audit requirements with proper documentation
• Follow company procurement processes and policies
• Vendor Communication and Relationship
• Maintain regular communication with suppliers
• Ensure timely response and follow-up discipline
• Handle basic negotiation and coordination as guided by Manager
• Build good working relationships with vendors
• Reporting and MIS
• Maintain daily tracker of enquiries, POs, and deliveries
• Share regular updates with Purchase Manager
• Prepare basic reports on order status and delays
• Highlight issues or risks proactively
• Task Execution and Accountability
• Ensure timely execution of all assigned procurement activities
• Follow up till closure of each task/order
• Maintain accuracy and attention to detail in all work
• Take ownership of tasks and deliver within timelines

This role focuses on execution, follow-ups, and coordination. Strong discipline, speed, and attention to detail are critical for success.