Back Office Purchase Executive

JOB DESCRIPTION

Procurement & GeM Tender Executive

Company: Aero Global Services
Department: Procurement & Tender
Position: Procurement & GeM Tender Executive
Experience: 1–4 Years
Location: New Delhi
Employment Type: Full-Time

About the Company

Aero Global Services is engaged in Aviation, Defence & Industrial Procurement Solutions, providing procurement, supply, MRO and logistics support to Defence, Aviation and Industrial customers.

Job Summary

We are looking for a responsible and detail-oriented Procurement/ Purchasing & GEM Tender Executive who will be responsible for purchasing/procurement activities, vendor coordination, quotation management and GEM Tender/Bid Processing.

The candidate should have practical knowledge of the Government e-Marketplace (GeM) portal and be capable of handling the complete procurement and tender process from requirement to order/dispatch.

Key Responsibilities

1. Procurement & Purchasing

· Handle day-to-day procurement and purchasing activities.

· Receive and analyse material requirements from the Sales/Operations team.

· Identify suitable vendors and source materials as per specifications.

· Request and compare vendor quotations.

· Negotiate price, delivery time, payment terms and other commercial conditions.

· Prepare Purchase Orders (PO) and coordinate with vendors for order execution.

· Follow up with vendors for material availability, dispatch and delivery.

· Maintain proper records of purchase orders, quotations, invoices and vendor documents.

· Coordinate with Accounts, Sales, Logistics and Stores for smooth procurement operations.

· Develop and maintain a reliable vendor/supplier network.

· Ensure procurement is completed within the required timeline and budget.

2. GEM Tender / Bid Management

· Search and identify relevant GeM Tenders/Bids according to company products and business requirements.

· Review complete tender documents, specifications, eligibility criteria, BOQ, EMD, PBG, delivery terms and other requirements.

· Prepare and submit GeM bids within the specified deadline.

· Understand and comply with GeM terms & conditions and tender requirements.

· Coordinate internally to collect required technical and commercial documents.

· Coordinate with OEMs, authorized distributors and vendors for authorization letters, certificates, technical datasheets, compliance documents, declarations and other tender-related documents.

· Prepare bid-related documents, declarations, undertakings and compliance sheets.

· Check technical specifications and prepare Technical Compliance Statements.

· Prepare commercial/price bids and ensure correct pricing before submission.

· Track submitted bids, technical evaluation, financial evaluation, results and status.

· Handle GeM bid participation, clarification, reverse auction (RA), order processing and related activities, as applicable.

· Maintain a proper database of participated tenders and their status.

3. Vendor & OEM Coordination

· Coordinate with vendors/OEMs for product availability, pricing and lead time.

· Obtain OEM authorization/distributor certificates wherever required.

· Collect COA, Test Certificates, Datasheets, Warranty/Declaration and other product documents.

· Follow up regularly with vendors to ensure timely submission of documents and delivery of materials.

4. Documentation & Reporting

· Maintain procurement and tender-related records in Excel/ERP.

· Prepare daily/weekly procurement and tender status reports.

· Maintain vendor quotation comparison sheets.

· Maintain GeM Tender/Bid tracking sheet.

· Ensure all documents are properly filed and readily available for audit/reference.

· Coordinate with management for tender approval and final bid submission.

Required Skills

· Good working knowledge of GeM Portal and GeM Tender/Bid Process.

· Knowledge of Procurement & Purchasing procedures.

· Good vendor sourcing and negotiation skills.

· Good knowledge of MS Excel, Word and Email.

· Ability to read and understand technical specifications and tender documents.

· Good documentation and follow-up skills.

· Strong communication and coordination skills.

· Ability to work under strict deadlines.

· Attention to detail and accuracy.

· Ability to handle multiple tenders and procurement activities simultaneously.

Qualification

· Graduate in any discipline.

· Candidates with experience in Procurement, Purchase, Tender Management or GeM will be preferred.

· Technical/Engineering qualification will be an added advantage.

Preferred Experience

Candidates with experience in Aviation, Defence, Industrial, MRO, Engineering Products, Lubricants, Specialty Chemicals, Hardware or Government Procurement will be preferred.

Key Performance Areas (KRA)

· Timely completion of procurement requirements.

· Competitive purchasing and cost negotiation.

· Timely and accurate GeM bid submission.

· Tender documentation and compliance accuracy.

· Vendor development and coordination.

· On-time delivery of purchased materials.

· Proper maintenance of procurement and tender records.

Salary

₹18,000 – ₹40,000 per month, depending on experience, skills and knowledge of GeM.

Working Hours

Full-Time | Monday to Saturday

Candidate Profile

The ideal candidate should be responsible, proactive, organized and target-oriented, with strong follow-up skills and practical experience in Procurement, Purchasing and GeM Tender/Bid Management.

Candidates who can independently handle GeM tender filling along with procurement/purchasing activities will be given preference.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 4 years of experience.