Back Office Purchase Executive

JOB DESCRIPTION – PURCHASE EXECUTIVE

Department: Purchase

HO Location: Surat

Designation: Purchase Executive

Job Type: Full-Time

Experience: 2 to 5 Years

Salary and Benefits: Up to ₹3.60 LPA

Industry: Manufacturing

Reporting To: Managing Director

Job Responsibilities:

1. Vendor Management & Sourcing:

- Identify, evaluate, and onboard reliable vendors and suppliers for raw materials, yarn, packaging materials, spare parts, and consumables.

- Maintain healthy and professional long-term relationships with existing suppliers.

- Obtain multiple quotations from different vendors to ensure cost-competitive sourcing.

2. Procurement & Purchase Planning:

- Coordinate closely with the Store and Production teams to understand material requirements and stock shortages.

- Prepare and issue Purchase Orders (PO) accurately as per approved purchase requisitions.

- Follow up continuously with suppliers to ensure timely delivery of ordered materials and prevent production downtime.

3. Negotiation & Cost Optimization:

- Negotiate prices, payment terms, delivery schedules, and commercial terms with vendors to achieve maximum cost savings.

- Suggest cost-reduction strategies and alternative material sourcing options without compromising quality standards.

4. Quality & Inspection Coordination:

- Coordinate with the Quality Control (QC) and Store departments to verify incoming material quality against sample standards and specifications.

- Manage vendor rejection issues, debit notes, and material replacement/return processes in case of defective supplies.

5. Documentation & ERP Entry:

- Verify vendor invoices, delivery challans, GRNs (Goods Receipt Notes), and Purchase Orders for accuracy before sending them for bill processing.

- Ensure prompt and error-free data entry of all purchase activities in the company ERP system.

- Maintain updated purchase records, vendor lists, price histories, and pending order statuses.

6. Communication & Coordination:

- Maintain clear communication with internal departments (Store, Production, Finance) and external stakeholders.

- Coordinate with the Finance team for timely vendor payments and resolve billing or payment discrepancies.

Job Knowledge, Skills, and Experience

Education:

- Bachelor's degree in any field (B.Com, BBA, B.Sc, or Diploma/Degree in Supply Chain/Purchase preferred).

Who Can Apply:

- Applicants with hands-on knowledge of purchasing operations, vendor management, and material procurement.

- Prior experience in fabric, yarn, textile raw materials, or packaging materials handling will be given high preference.

Required Skills:

- Sourcing, vendor negotiation, and contract terms finalization.

- Material requirement planning and stock coordination.

- Purchase documentation, including PO preparation, invoice checking, and payment follow-ups.

- Proficiency in basic MS Excel, Tally, and stock registers.

Tools to Use:

- ERP Next Software

- CRM

- MS Excel

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 5 years of experience.