Retail Sales Store Executive

Job Description: Stores & Purchase Executive – HVAC Company

Job Title: Stores & Purchase Executive
Department: Procurement / Supply Chain
Location: Sector 69, Noida
Qualification: Diploma or bachelor’s degree

Role Summary

The Stores & Purchase Executive will manage procurement, inventory, material receipts, storage, and dispatch for HVAC projects and service operations. The role requires timely availability of materials while maintaining accurate stock records, controlling costs, and coordinating with vendors, project teams, and accounts.

Key Responsibilities

Purchase and vendor management

• Obtain material requirements and purchase requisitions from project, service, and engineering teams.

• Source HVAC equipment, components, consumables, tools, and project materials.

• Obtain and compare vendor quotations based on price, specifications, quality, availability, payment terms, and delivery schedules.

• Prepare purchase orders and obtain required internal approvals.

• Negotiate prices and commercial terms with vendors.

• Follow up with suppliers to ensure timely delivery.

• Develop and maintain an approved vendor database.

• Coordinate vendor bills, delivery documents, warranties, and payment submissions with the accounts team.

Stores and inventory management

• Receive and inspect incoming materials against purchase orders, invoices, challans, and technical specifications.

• Prepare goods receipt notes and record shortages, damage, or specification mismatches.

• Arrange systematic storage, labelling, and identification of materials.

• Maintain stock registers and update inventory records in ERP or accounting software.

• Issue materials against authorised material requisitions.

• Monitor minimum, maximum, reorder, and safety-stock levels.

• Conduct periodic physical stock verification and reconcile differences.

• Maintain separate records for damaged, rejected, returned, and non-moving materials.

• Coordinate material transfers and dispatches to project sites.

Documentation and reporting

• Maintain purchase orders, quotations, invoices, delivery challans, GRNs, warranty documents, and material issue records.

• Prepare stock statements, purchase reports, pending-order reports, material consumption reports, and ageing reports.

• Track project-wise material purchases and consumption.

• Support internal and statutory audits by providing complete records.

• Ensure compliance with company procurement policies, GST documentation, and approval procedures.

Required Skills

• Vendor sourcing and commercial negotiation

• Inventory control and warehouse management

• Purchase order processing

• Proficiency in MS Excel and ERP, inventory, or accounting software

• Strong documentation and numerical skills

• Ability to coordinate with project sites and manage urgent requirements

• Attention to detail, integrity, and cost consciousness

Key Performance Indicators

• Timely availability of materials

• Purchase cost savings

• Vendor delivery performance

• Inventory accuracy

• Reduction in stock shortages and excess inventory

• Timely closure of purchase orders

• Minimal material damage, loss, and ageing

• Accuracy of procurement and stores documentation

• It is a Full Time Retail / Counter Sales job for candidates with 1 - 3 years of experience.