Purchase Executive

Should be well versed in Tally Prime Mandatory

Receiving purchase/material requirements from Sales, Service, Projects, Stores, and Management.

Identifying suitable suppliers and obtaining 2–3 competitive quotations wherever possible.

Comparing price, brand, specifications, warranty, delivery time, credit terms, GST, and transportation charges.

Negotiating with vendors for the best price and payment/credit terms.

Preparing Purchase Orders (PO) only after obtaining the required internal approval.

Ensuring materials purchased exactly match the approved specification/brand/model.

Coordinating with suppliers and continuously following up until materials are delivered.

Handling urgent site and customer requirements without affecting project/service schedules.

Coordinating with Stores/Godown for material receipt, quantity verification, damage checks, and GRN.

Coordinating replacement/return of damaged, defective, short-supplied, or incorrect materials.

Checking supplier invoices against the PO, quotation, delivery challan and received quantity before forwarding them to Accounts.

Maintaining vendor details, quotations, purchase orders, invoices, price lists, and purchase records.

Updating purchase entries and maintaining proper records in Tally Prime/ERP/Excel, as applicable.

Monitoring stock levels of frequently used safety products and informing management before stock reaches minimum level.

Developing alternative vendors so the company is not dependent on a single supplier.

Periodically evaluating vendors based on price, quality, delivery performance, service, and credit terms.

Coordinating with Accounts for supplier payments while ensuring that payments are released only against properly verified purchases.

Maintaining confidentiality of vendor prices, company purchase rates, margins, and commercial terms.

Preparing weekly/monthly reports covering purchases, pending orders, vendor payments, delayed materials, cost savings, and stock requirements.

Following company approval procedures and avoiding unauthorized purchases.

Taking responsibility for cost control and purchase savings without compromising product quality or customer requirements.