Purchase Executive

Key Responsibilities

A. Sourcing & Vendor Negotiation

• Source across the full MRO basket — bearings, drives, seals, lubricants, electricals, safety and general consumables — from both authorised principals and the open market
• Negotiate price, discount structure, delivery date, freight, packing and payment terms independently, and close at the best available landed cost
• Identify and develop alternate vendors for critical and repeat items, so we are never dependent on a single source
• Verify part numbers, brands, specifications and interchangeability before committing — a wrong part bought is a wrong part returned, at our cost
• Build and maintain a working price reference for repeat SKUs, so quotations to customers can be turned around quickly and consistently

B. Purchase Execution

• Convert customer orders and internal indents into purchase orders with correct pricing, tax, delivery and terms
• Follow up with vendors through to dispatch — proforma invoices, advance release, dispatch documents, LR/e-way bill and delivery confirmation
• Track every open PO against its committed delivery date and escalate slippage early, before it becomes a customer delay
• Coordinate with sales on availability, lead time and cost before commitments are made to the customer
• Handle short supply, damage, rejection and warranty returns with vendors through to credit note or replacement

C. Documentation, Costing & Compliance

• Maintain complete PO documentation — vendor quotations, comparatives, approvals and correspondence — audit-ready
• Verify vendor invoices against PO and GRN, and resolve rate, quantity and tax differences before they reach accounts
• Support vendor ledger reconciliation and GST/GSTR-2B matching with the accounts team
• Maintain vendor master data — GST, PAN, bank details, MSME status, contact and category information

D. Coordination & Reporting

• Coordinate with stores on inward, inspection, GRN and stock position
• Prepare weekly MIS on open POs, pending deliveries, cost savings achieved and vendor performance
• Flag slow-moving, dead and excess stock to management, along with buy-back or return options where available

Required Skills & Experience

• 2–4 years in purchase or procurement, preferably with an industrial distributor, trading house, engineering company or manufacturing plant
• Demonstrated experience negotiating price and terms with vendors directly — not only raising POs against decided rates
• Ability to read a technical enquiry and identify the right part number, brand and specification
• Working knowledge of GST, HSN, e-way bill and standard purchase documentation
• Strong Microsoft Excel (VLOOKUP, pivot tables) and comfort working within an ERP
• Organised and persistent on follow-up — most delivery failures are visible days before they happen
• Clear written and spoken communication with vendors

Good to Have

• Exposure to bearings, power transmission, lubricants, electricals or industrial safety products

Experience buying against customer orders (make-to-order), not only stock replenishment