Purchase Executive/ Assistant Purchase Manager

Job Description:

Job Summary:

We are seeking a highly organized and detail-oriented Purchase Executive to join our procurement team. The ideal candidate will have experience in managing the procurement process, vendor relationships, cost control, budgeting, and payment management. You will be responsible for sourcing goods and services, negotiating with suppliers, ensuring timely deliveries, and maintaining accurate records. This role requires strong communication skills, excellent negotiation abilities, and proficiency in MS Office and ERP systems.

Key Responsibilities:

1. Procurement Management:

   • Responsible for sourcing and purchasing goods and services as per company requirements.

   • Work closely with internal departments to understand procurement needs and timelines.

   • Identify and evaluate potential suppliers/vendors and negotiate the best prices and terms.

   • Monitor stock levels and place orders to ensure timely procurement and avoid stockouts.

2. Vendor Relationship Management:

   • Build and maintain strong relationships with key suppliers and vendors.

   • Ensure suppliers meet quality and delivery standards.

   • Resolve any issues related to delayed or defective goods and services promptly.

   • Evaluate supplier performance and provide feedback for continuous improvement.

3. Vendor Management:

   • Coordinate with suppliers to ensure the timely supply of materials and services.

   • Maintain a vendor database, updating contacts, prices, and terms of agreements.

   • Manage vendor contracts, renewals, and pricing negotiations.

4. Cost Control & Budgeting:

   • Monitor and control procurement costs to stay within budget constraints.

   • Track and analyze spending trends and report discrepancies to senior management.

   • Ensure cost-effective procurement by identifying opportunities for savings or process improvements.

5. Recording & Posting:

   • Maintain accurate records of all procurement transactions, purchase orders, and supplier agreements.

   • Ensure proper posting of transactions in the accounting system and ERP software.

   • Maintain up-to-date records of goods received, payments made, and invoices.

6. Payment Management:

   • Oversee payment processing for suppliers and ensure payments are made according to agreed terms.

   • Ensure all invoices are accurate and payments are made on time to avoid delays in procurement.

   • Work with the finance department to ensure accurate payment processing and record-keeping.

7. Creditor Reconciliations:

   • Reconcile supplier statements to ensure accuracy and resolve any discrepancies.

   • Coordinate with the finance team to ensure timely settlement of outstanding accounts.

8. Documentation & Reporting:

   • Prepare and maintain procurement documentation, including purchase orders, supplier agreements, and receipts.

   • Generate regular procurement reports for management review.

   • Track procurement performance and suggest improvements in processes and vendor management.

9. Negotiation & Communication Skills:

   • Demonstrate excellent negotiation skills to secure favorable prices, terms, and conditions with suppliers.

   • Effectively communicate with internal stakeholders and external suppliers to ensure smooth operations.

   • Provide regular updates on procurement status and challenges to senior management.

10. Software Skills:

• Use MS Office (Excel, Word, PowerPoint) to manage procurement data and generate reports.

• Proficient in using ERP systems to manage procurement records, track orders, and process payments.