Purchase Executive

Role Definition

 The Purchase Department  is responsible for end-to-end procurement including sourcing, ordering, documentation, Vendor Development , stock management, and ensuring vendor compliance, supporting timely and cost-effective operations. 

Responsibility Deliverables

1.    Collect approved indents for materials required.

2.    Obtain and compare quotes from various suppliers.

3.    Prepare comparison statements and secure approvals.

4.    Place purchase orders and follow up on delivery.

5.    Collect evidence for material receipt from concerned personnel.

6.    Prepare bills for payment with supporting documents.

7.    Maintain materials required vs. materials purchased report.

8.    Prepare detailed waste analysis reports.

9.    Check material stock with project engineers at regular intervals.

10.                       Update stock register daily.

Tasks & Activities

1.    Procurement Planning & Execution

o    Collect and verify approved indents.

o    Source, evaluate, and secure competitive supplier quotations.

o    Prepare material comparison statements, ensure management approvals.

2.    Order Management & Vendor Coordination

o    Issue purchase orders.

o    Track order fulfillment and coordinate with vendors for timely delivery.

o    Collect delivery proof and verify receipt with relevant employee.

3.    Payment Processing & Documentation

o    Prepare vendor bills for payment along with necessary documents.

o    Submit to accounts department; maintain accurate records.

4.    Materials & Stock Management

o    Update materials required vs. purchased records.

o    Regularly check stocks with project engineers.

o    Maintain and review daily stock register.

5.    Analysis & Compliance

o    Conduct waste analysis with explanations for management.

o    Ensure all procurement processes are documented and comply with company policy.

Measurement Metrics

• Purchase order cycle time

• Number of quotations sourced per requirement

• Timeliness of material delivery

• Cost savings via vendor negotiation/comparison

• Frequency of stock-out incidents

• Timeliness and accuracy of payment processing

• Compliance rate in documentation

Reports to be Submitted

• Materials required vs. materials purchased (periodic report)

• Quotation comparison statements

• Purchase order tracking report

• Waste analysis report

• Stock register (daily/weekly)

• Payment pending/processed bill summaries

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 3 years of experience.