Purchase Executive

Job Description:

Job Description – Senior Executive – Purchase

Position Details
 Designation: Senior Executive – Purchase
 Department: Purchase
 Reporting To: Purchase Head
 Industry: Electrical / Manufacturing
 Location: Manufacturing Plan

2. Job Purpose

To manage procurement activities for materials, components, consumables, services and
other requirements of the organization, ensuring the right quality, quantity and price while
maintaining timely delivery and supplier relationships.

3. Key Responsibilities
A. Purchase & Procurement
 Receive and review purchase requisitions from various departments.
 Identify suitable suppliers and obtain quotations.
 Prepare comparative statements and negotiate prices, payment terms and delivery
schedules.
 Prepare and process purchase orders as per company procedures.
 Ensure timely procurement of materials as per production requirements.
 Follow up with suppliers for pending orders and deliveries.
 Coordinate with Stores, Production, Quality and Accounts departments.
B. Vendor Management
 Identify and develop new suppliers.
 Evaluate suppliers based on quality, price, delivery and service.
 Maintain approved vendor lists and supplier records.
 Monitor supplier performance and resolve supply-related issues.
 Develop alternative sources for critical materials.
C. Material Planning
 Coordinate with Production, Stores and Planning departments regarding material
requirements.
 Monitor stock levels and avoid shortages or excess inventory.
 Ensure timely procurement of critical and fast-moving materials.
 Follow up on material shortages and urgent requirements.D. Cost Control
 Negotiate competitive prices with suppliers.
 Analyze market prices and identify cost-saving opportunities.
 Obtain quotations from multiple suppliers wherever applicable.
 Support management in cost reduction and value-engineering initiatives.
 Monitor price variations and maintain purchase price records.
E. Documentation & ERP
 Maintain purchase orders, quotations, comparative statements and supplier
documents.
 Update purchase transactions in ERP/software.
 Maintain proper records of purchase orders and material deliveries.
 Prepare purchase-related MIS and reports.
 Ensure accuracy of purchase documentation.
F. Quality & Compliance
 Coordinate with the Quality Department regarding material quality issues.
 Ensure procurement is made from approved suppliers.
 Follow company purchase procedures and authorization limits.
 Ensure compliance with applicable company policies and procurement controls.
 Coordinate with suppliers for replacement/rejection of defective materials.
G. Supplier Follow-up
 Track open purchase orders and delivery commitments.
 Communicate regularly with suppliers regarding dispatch schedules.
 Escalate delayed or critical supplies to the Purchase Manager.
 Coordinate logistics and transportation wherever required.

4. Key Performance Indicators (KPIs)
 On-time material delivery.
 Purchase cost savings.
 Supplier performance.
 Material availability.
 Purchase order processing time.
 Reduction in urgent/emergency purchases.
 Supplier development and alternate source development.
 Purchase documentation accuracy.
 Inventory optimization.

5. Qualification
 Bachelor's degree in Commerce, Business Administration, Supply Chain
Management, Engineering or a related field. MBA/PGDM in Supply Chain/Purchase Management is preferred.

6. Experience
 Preferred Experience: 3–7 years in Purchase/Procurement.
 Experience in electrical, engineering or manufacturing industries will be preferred.
 Working knowledge of ERP systems and MS Excel is desirable.

7. Required Skills
 Strong negotiation and vendor-management skills.
 Good communication and interpersonal skills.
 Knowledge of procurement processes and commercial terms.
 Analytical and problem-solving ability.
 Good knowledge of MS Excel and ERP systems.
 Ability to work under pressure and meet deadlines.
 Strong follow-up and coordination skills.
 Cost-conscious and result-oriented approach.

8. Key Interfaces
 Production
 Stores
 Planning
 Quality
 Finance & Accounts
 Engineering / Maintenance
 Suppliers and Transporters

9. Overall Responsibility
The Senior Executive – Purchase is responsible for ensuring timely, cost-effective and
quality procurement of required materials and services while maintaining strong supplier
relationships and proper procurement documentation.