Purchase Manager

Job Title: Purchase Manager – IT & AV

Position Overview:
The Purchase Manager for IT & AV is responsible for managing the entire procurement process, ensuring cost-effective acquisition of high-quality products, overseeing inventory, vendor management, and maintaining compliance with organizational policies. This role is critical in aligning procurement practices with business goals while maintaining optimal stock levels and resolving operational challenges. The Purchase Manager will report to the Director and work closely with other departments.

Key Responsibilities:

1. Purchase Management:

• Oversee the entire purchase process, from vendor selection to final stock placement in the warehouse.

• Ensure procurement of quality products at the best possible price and maintain compliance with company standards.

• Process claims and obtain approval from the Director for replacements or faulty products.

• Manage product inflations, price updates, and inform staff accordingly.

• Arrange duplicate bills for misplaced invoices and ensure accurate documentation of purchase returns.

2. Inventory Oversight:

• Conduct regular visits to the godown to verify proper material placement and address dead stock promptly (send for service, replacement, or scrap as applicable).

• Review the system reorder list daily, place orders, and ensure timely material delivery to the designated locations.

• Maintain optimal stock levels of high-demand materials to avoid zero-stock situations.

• Monitor ageing stock, facilitate sales, and report bill details.

3. Vendor Relations and Approvals:

• Obtain price quotes from 3-4 vendors for new purchases and finalize after approval from the HOD or Director.

• Ensure timely coordination with vendors for replacements and delivery-related concerns.

• Build and maintain vendor relationships to secure bulk buying opportunities when feasible.

• Maintain company goodwill and personal professionalism in market dealings.

4. Compliance and Authorization:

• Authorize bills daily or within 2-3 days of billing, ensuring verification in the stock ledger and email updates to accounts.

• Handle monthly GST reporting and ensure all free gifts with products are documented and handed over to the admin team.

• Ensure all purchases are linked to requisitions and report unauthorized purchases.

5. Reporting and Coordination:

• Submit detailed reports on purchases, claims, and stock valuation before the 10th of every month.

• Share daily stock valuation updates and ageing stock status with the team.

• Provide inputs on price comparisons and market trends through emails or verbal communication.

• Maintain a purchase register and ensure accurate entries in the product-to-entry cycle.

6. Additional Responsibilities:

• Train staff on purchase-related processes and resolve payment issues during challenging periods.

• Notify sales executives about delays in ordered product arrivals and manage associated follow-ups.

• Verify and manage all purchase orders for gadgets via email, including quantity and pricing details.

• Oversee purchase returns and ensure reconciliation in the accounts ledger.

Skills & Attributes:

• Strong negotiation and vendor management skills.

• Proficiency in inventory management and reporting tools.

• Attention to detail and ability to handle multiple tasks effectively.

• Excellent communication and organizational abilities.

• It is a Full Time Hardware / Network Engineer job for candidates with 3 - 6+ years Experience.