Purchase Executive

Job Purpose

The Procurement Assistant will support the Procurement Department in managing day-to-day purchasing operations, vendor coordination, documentation, and logistics activities. The role ensures timely procurement of materials and services at competitive prices while maintaining accurate documentation, smooth coordination with suppliers, and compliance with company procurement procedures and Railway requirements.

Key Responsibilities

1.      Inquiry & Quotation Management

o   Send inquiries to approved suppliers and transporters for materials and services.

o   Follow up with suppliers to obtain quotations within deadlines.

o   Verify and compare quotations to ensure accuracy in quantity, specifications, and rates.

o   Prepare comparison charts (price analysis sheets) for management review.

o   Assist in negotiating prices with suppliers and transporters to achieve cost efficiency.

o   Verify the final quotation before approval and order placement.

o   Role: Ensure procurement decisions are based on accurate and verified quotations to achieve cost-effective purchasing aligned with technical and commercial requirements.

2.      Purchase Order (PO) & Documentation

o   Verify Purchase Orders (POs) against approved quotations and ensure accuracy in quantity, price, terms, and conditions.

o   Ensure consignee details, RITES letters, and related Railway documentation are correctly mentioned.

o   Verify forwarding letters to suppliers with all supporting documents (e.g., PO, drawings, inspection instructions, and dispatch details) before release.

o   Forward approved POs and supporting documents to suppliers.

o   Maintain a record of all approved and dispatched POs in both physical and digital files.

o   Role: Ensure complete and accurate documentation is verified before dispatch to suppliers, maintaining clarity, traceability, and compliance with project and audit requirements.

3.      Dispatch & Transport Coordination

o   Send dispatch clearances to suppliers once documentation and inspection are verified.

o   Send inquiries to transporters, collect and compare quotations, and negotiate freight rates.

o   Prepare and verify dispatch instructions and clearance letters for transporters.

o   Follow up with drivers and site coordinators to ensure on-time delivery at project sites.

o   Coordinate with stores and project teams for confirmation of material receipt.

o   Role: Ensure timely dispatch and delivery of materials while maintaining documentation integrity and communication between all stakeholders.

4.      Bank Guarantee (BG) & EMD Tracking

o   Maintain and update records of all Bank Guarantees (BGs) and Earnest Money Deposits (EMDs) for projects and tenders.

o   Verify statements periodically and ensure renewals or closures are completed on time.

o   Support Procurement Manager in documentation related to tender participation and project compliance.

o   Role: Maintain up-to-date and accurate tracking of BGs/EMDs to avoid lapses in project compliance and financial security.

5.      Vendor Communication & Correspondence

o   Handle email communication with suppliers, vendors, and internal departments.

o   Draft forwarding letters, vendor correspondence, and clarification emails.

o   Check and print procurement-related company emails for filing and follow-up.

o   Maintain professional communication and follow-up etiquette with all stakeholders.

o   Role: Ensure professional, traceable, and timely communication to facilitate clear coordination between the company and vendors.

6.      Record Keeping & Filing

o   Maintain an organized physical filing system for purchase orders, invoices, and dispatch records.

o   File all forwarding letters, PO copies, inspection documents, and delivery acknowledgments for reference and audit.

o   Update and maintain the procurement tracker regularly with latest status of PO, dispatch, and payment.

o   Support the department during internal audits or ISO documentation checks.

o   Role: Ensure systematic filing and document traceability to support audits, transparency, and future reference.

Day-to-Day Activities

o   Send supplier inquiries and follow up for quotations.

o   Prepare comparison sheets and assist in final negotiation.

o   Verify and issue dispatch clearances for suppliers and transporters.

o   Follow up with drivers for delivery updates.

o   Update BG/EMD records and maintain email filing.

o   Print and file all incoming correspondence related to procurement.

o   Support Procurement Manager with daily reports and documentation.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 3 years of experience.