Back Office Purchase Manager

ST&GE Pvt. Ltd

Position: Procurement Executive

Location: Gurugram

Reporting To: Head of Operation/ Business Head

Openings: 1

Job Code: STGE/OPS/26/09

Shift: Day shift

About ST&GE

ST&GE Pvt. Ltd is a leading sports infrastructure and turf engineering company in India, specializing in design, construction and maintenance of natural and artificial sports turfs, landscaping, and sports field development. The company executes turnkey projects across India including cricket grounds, football fields, golf greens, and institutional sports facilities for corporates, schools, stadiums and government bodies.

The organization operates through multi-location project sites and requires strong HR coordination across corporate office and field workforce.

Role Purpose

The Procurement Executive will be responsible for managing end-to-end procurement activities for ST&GE Pvt. Ltd’s project operations across India. This role is integral to ensuring the timely, cost-effective, and quality-compliant sourcing of materials, equipment, and services required for sports turf construction and infrastructure projects. The incumbent will work closely with the Head of Operations and project teams to plan procurement needs, identify and develop vendor relationships, negotiate contracts, and maintain accurate purchase records. This role demands a detail-oriented professional with strong negotiation skills, commercial acumen, and the ability to manage multiple procurement cycles simultaneously in a fast-paced, project-driven environment.

Key Responsibilities

Procurement Planning & Sourcing

• Understand project material and equipment requirements from the Operations and Project teams and prepare timely procurement plans.

• Source and evaluate suppliers, vendors, and contractors for materials such as artificial turf, natural grass seeds, irrigation systems, sports equipment, soil, sand, and related construction materials.

• Float Request for Quotations (RFQs) and Request for Proposals (RFPs) to shortlisted vendors and evaluate responses based on quality, price, delivery timelines, and compliance.

• Maintain and expand a reliable vendor database across geographies for consistent supply chain support.

• Coordinate with the warehouse and site teams to align material delivery schedules with project timelines.

Vendor Development & Relationship Management

• Identify, onboard, and develop new vendors and suppliers aligned with company quality standards and project requirements.

• Conduct periodic vendor assessments to evaluate performance on parameters including delivery adherence, product quality, pricing, and service response.

• Maintain long-term, collaborative relationships with key suppliers to ensure continuity of supply and priority service during peak project periods.

• Resolve vendor disputes, delivery issues, and quality concerns in a timely and professional manner.

Negotiation & Contract Management

• Negotiate rates, payment terms, delivery schedules, and service agreements with vendors to achieve optimal cost and value outcomes.

• Prepare and review purchase orders, work orders, and vendor contracts in coordination with the legal and finance teams.

• Ensure all procurement activities are compliant with company policies, budgetary approvals, and applicable regulatory requirements.

• Track contract milestones and renewal timelines to ensure continuity of vendor agreements.

Purchase Order Management & Documentation

• Raise and process Purchase Orders (POs) in a timely manner, ensuring accuracy of specifications, quantities, pricing, and delivery terms.

• Maintain complete and organized procurement documentation including POs, invoices, delivery challans, inspection reports, and vendor agreements.

• Coordinate with the accounts team to facilitate timely payment processing and resolve invoice discrepancies.

• Support month-end and year-end audits by providing accurate and complete procurement records.

Cost Control & Budgetary Compliance

• Monitor procurement spend against approved project budgets and flag deviations promptly to the Head of Operations.

• Identify and implement cost-saving opportunities through strategic sourcing, bulk purchasing, and vendor consolidation.

• Prepare comparative cost statements and procurement analysis reports to support management decision-making.

• Track market price trends for key materials and recommend timely purchasing strategies to mitigate cost escalations.

Reporting & MIS

• Prepare and submit weekly and monthly procurement MIS reports covering PO status, pending deliveries, vendor performance, and spend summaries.

• Maintain real-time procurement trackers and dashboards for visibility to the Operations and Finance teams.

• Provide data-driven inputs to improve procurement processes, reduce lead times, and strengthen vendor base.

Logistics, Import, Export and CHA

• Coordinate end-to-end logistics for inbound and outbound movement of materials and equipment across project sites, including transport planning and scheduling.

• Manage import and export documentation, including invoices, packing lists, bills of lading/airway bills, certificates of origin, and other shipment-related paperwork.

• Liaise with Customs House Agents (CHA), freight forwarders, and shipping/clearing agents to ensure timely customs clearance of imported and exported consignments.

• Monitor compliance with customs regulations, import/export policies, duty structures, and applicable trade documentation requirements.

• Track shipment status, resolve clearance delays or discrepancies, and coordinate with CHA and logistics partners to expedite delivery.

• Maintain accurate records of import/export transactions, duty payments, and customs clearance documents for audit and compliance purposes.

• Coordinate with warehouse and site teams to plan storage, handling, and last-mile delivery of imported materials and equipment.

Candidate Profile & Preferences

• Graduate in any discipline; a degree or diploma in Supply Chain Management, Logistics, Commerce, or Engineering is preferred.

• Minimum 2 years of experience in procurement, purchasing, or supply chain roles; fresher candidates with strong academic background and internship experience may be considered.

• Familiarity with procurement processes, vendor management, and purchase documentation.

• Proficiency in MS Office (Excel, Word, PowerPoint); exposure to ERP systems (Tally, SAP, or equivalent) is an added advantage.

• Strong negotiation skills and ability to manage multiple vendor relationships simultaneously.

• Good verbal and written communication skills in English and Hindi.

• Willingness to travel to project sites across India for material inspection, vendor visits, and coordination.

• High attention to detail, organizational ability, and ability to work under deadline pressure.

• Prior experience in the construction, infrastructure, landscaping, or sports industry is a plus.

Technical Skills Required

Procurement & Supply Chain

• Vendor Identification & Onboarding

• RFQ / RFP Preparation & Evaluation

• Purchase Order (PO) Management

• Contract & Agreement Management

• Cost Comparison & Spend Analysis

• Inventory Coordination & Stock Planning

• Logistics & Delivery Scheduling

Tools & Systems

• MS Excel (MIS Reporting, Comparative Statements)

• MS Word & PowerPoint (Documentation & Presentations)

• ERP Systems (Tally / SAP / Equivalent)

• Email & Digital Communication Tools

• Procurement Tracking Dashboards

Key Competencies

• Attention to detail & accuracy in procurement documentation

• Strong negotiation and vendor management skills

• Organizational skills & ability to manage multiple procurement cycles

• Professional communication (verbal & written) with internal and external stakeholders

• Reliability, punctuality, and commitment to delivery timelines

• Team collaboration and a supportive, proactive attitude

• Ownership & accountability for procurement outcomes

• Discretion in handling commercial and contractual information

Why Join ST&GE

• Opportunity to manage procurement across diverse and large-scale sports infrastructure projects across India

• Exposure to PAN India project operations and multi-vendor ecosystems

• Direct interaction with senior leadership and cross-functional teams

• Fast-track growth into a Senior Procurement or Supply Chain Management role

• Work in a dynamic, project-driven environment with meaningful impact on project success

• Be part of a growing organization shaping India’s sports infrastructure landscape

Important Note

General

This document is a Job Description (JD) intended to describe the general nature and level of work to be performed in this role. It is not intended to be an exhaustive list of all responsibilities, duties or qualifications associated with the position. Responsibilities may change based on organizational requirements and business needs.

No Employment Offer

This Job Description does not constitute a job offer, contract of employment, or guarantee of employment. Selection and appointment to the role shall be subject to the company’s internal evaluation process, reference verification and management approval.

Candidate Data Consent / Privacy Statement

By applying to this position, the candidate consents to the collection, processing and retention of personal and professional information shared during the recruitment process for hiring, evaluation, background verification and future suitable opportunities within the organization.

The company may retain the candidate’s profile in its recruitment database for a reasonable period for future openings unless the candidate specifically requests deletion.

Acknowledgement

Candidates are advised to carefully review the role requirements, travel expectations and job nature before applying. Applying to this role indicates that the candidate understands the responsibilities and working conditions associated with the position.

• It is a Full Time Back Office / Data Entry job for candidates with 3 - 6+ years Experience.