Purchase Executive

To manage the end-to-end procurement of materials, furniture, fixtures, equipment, and services required for interior fit-out projects, ensuring the best quality, competitive pricing, timely delivery, and adherence to project budgets and timelines.

• Key ResponsibilitiesA. Material Procurement & PurchaseUnderstand project requirements, BOQs, specifications, drawings, and material schedules shared by the project and design teams.
• Procure materials required for civil, interior, electrical, plumbing, HVAC, carpentry, false ceiling, flooring, glass partitions, furniture, lighting, and other materials related to interior fit-out activities.
• Identify suitable suppliers and obtain competitive quotations from multiple vendors.
• Compare quotations based on pricing, quality, specifications, delivery timelines, and payment terms.
• Negotiate with vendors to achieve the best possible commercial terms.
• Prepare purchase orders (POs) and ensure approvals before placing orders.
• Ensure materials are procured strictly as per approved specifications, samples, and project requirements.
• B. Vendor Development & ManagementIdentify, evaluate, and develop a reliable vendor and supplier network.
• Maintain good relationships with existing vendors and continuously explore new suppliers.
• Evaluate vendors based on quality, pricing, reliability, delivery commitments, and after-sales support.
• Negotiate credit periods, payment terms, discounts, and other commercial benefits.
• Monitor vendor performance and address issues related to quality, delays, and commitments.
• Develop alternate vendors for critical materials to avoid procurement delays.
• C. Project Coordination & Material PlanningCoordinate closely with Project Managers, Site Engineers, Designers, and the Accounts team to understand project-wise material requirements.
• Prepare procurement schedules based on project execution plans and site requirements.
• Ensure timely procurement and delivery of materials to avoid project delays.
• Follow up regularly with vendors regarding order confirmation, production, dispatch, and delivery.
• Coordinate with site teams to verify material requirements, quantities, and delivery schedules.
• Prioritize urgent procurement requirements based on project deadlines and site progress.
• D. Cost Control & Budget ManagementEnsure all purchases are within approved project budgets and BOQ values.
• Identify cost-saving opportunities without compromising quality or specifications.
• Maintain comparative statements and purchase records for all procurement activities.
• Monitor price fluctuations and update the management on significant changes.
• Avoid unnecessary purchases, excess inventory, and material wastage.
• Track project-wise procurement costs against approved budgets.
• E. Documentation & Inventory ControlMaintain purchase orders, vendor quotations, comparative statements, invoices, delivery challans, and other procurement documents.
• Maintain a project-wise procurement tracker and material delivery status.
• Coordinate with site teams and stores for material receipt and verification.
• Ensure quantities and specifications received match the purchase orders.
• Track pending deliveries, shortages, replacements, and damaged materials.
• Coordinate with the Accounts team for invoice verification and payment processing.
• F. Quality & ComplianceEnsure materials supplied by vendors meet approved quality standards and technical specifications.
• Arrange samples and obtain necessary approvals from the design team/client before bulk procurement.
• Ensure materials are procured from approved vendors wherever applicable.
• Report discrepancies, defective materials, and quality issues immediately.
• Coordinate with vendors for replacements, rectification, and warranty-related matters.
• 3. Skills & CompetenciesGood knowledge of interior fit-out materials, products, finishes, and construction-related procurement.
• Strong negotiation and vendor management skills.
• Ability to understand BOQs, technical specifications, drawings, and material requirements.
• Good commercial awareness and cost-control capabilities.
• Strong coordination, communication, and follow-up skills.
• Proficiency in MS Excel, Word, email, and procurement-related documentation.
• Ability to manage multiple projects and priorities simultaneously.
• Strong ownership, accountability, and problem-solving abilities.
• 4. Educational Qualification & ExperienceBachelor's degree or Diploma in Civil Engineering, Interior Design, Business Administration, or a related field.
• 2–5 years of experience in procurement or purchase, preferably in interior fit-out, construction, or contracting companies.
• Experience in sourcing civil, interior, electrical, HVAC, furniture, and MEP materials will be an added advantage.

5. Key Performance Indicators (KPIs)The performance of the Procurement Executive will be evaluated based on:

1. Timely procurement and delivery of materials as per project schedules.
2. Cost savings achieved against budgeted procurement values.
3. Competitive pricing and successful vendor negotiations.
4. Quality and accuracy of materials procured.
5. Reduction in project delays caused by procurement-related issues.
6. Vendor reliability and performance management.
7. Accuracy and timely updating of procurement records and trackers.
8. Effective coordination with project execution and accounts teams.
9. Timely closure of pending purchase orders and delivery commitments.
10. Compliance with internal purchase approval procedures.

• 6. Expected Work ApproachTake complete ownership of assigned procurement activities from requirement identification to material delivery at site.
• Anticipate project requirements rather than waiting for last-minute purchase requests.
• Maintain proactive follow-ups with vendors and internal teams.
• Ensure that no project activity is delayed due to avoidable procurement-related issues.
• Maintain transparency in quotations, negotiations, vendor selection, and purchase decisions.
• Work with a cost-conscious approach while ensuring quality and project requirements are never compromised.

Overall Responsibility: Ensure that every project receives the right materials, at the right price, with the right quality, and at the right time.