Purchase Executive

JOB DESCRIPTION (JD)PURCHASE EXECUTIVE – INTERIORS & FIT-OUTCompany: Stars & MeritDepartment: Purchase / ProcurementReporting To: Purchase Manager / ManagementLocation: As per Company & Project Requirements1. JOB PURPOSEThe Purchase Executive will be responsible for the timely and cost-effective procurement of materials, equipment, services, and consumables required for interior fit-out projects. The role involves vendor sourcing, quotation analysis, negotiation, purchase order management, ERP updates, Excel-based tracking, and coordination with Project, Design, Site, Stores, and Accounts teams.2. KEY ROLES & RESPONSIBILITIESA. Procurement & Material KnowledgeProcure materials required for interior and fit-out projects, including

Plywood, MDF, HDHMR, laminates, veneers and boards.

Gypsum boards, partitions and ceiling materials.

Glass, mirrors, aluminium, MS and SS materials.

Flooring, carpets, vinyl, tiles, marble and stone.

Paints, wallpapers, wall finishes and decorative materials.

Furniture, joinery, hardware and architectural ironmongery.

Electrical materials, lighting and MEP coordination items.

Adhesives, sealants and other site consumables.

B. Purchase Planning & Project Coordination

Review approved BOQs, drawings, specifications and material schedules.

Prepare project-wise procurement plans and material trackers.

Identify long-lead and critical materials in advance.

Coordinate with Project Managers, Site Engineers and Design teams to ensure timely material availability.

Manage procurement requirements for multiple projects simultaneously.

C. Vendor Sourcing & Management

Identify, develop and maintain reliable vendors and suppliers.

Obtain quotations from multiple vendors.

Evaluate vendors based on quality, price, delivery, credit terms and service.

Maintain an updated vendor database.

Develop alternative vendors to ensure competitive pricing and continuity of supply.

D. Quotation, Comparative Statement & Negotiation

Prepare detailed Comparative Statements (CS).

Compare prices, specifications, taxes, freight, delivery schedules and payment terms.

Negotiate for the best possible commercial terms.

Ensure cost optimization without compromising approved quality and specifications.

Submit recommendations for management approval.

E. Purchase Order Management

Prepare and issue Purchase Orders after necessary approvals.

Ensure POs clearly mention specifications, quantities, rates, taxes, delivery location, timelines and payment terms.

Track PO-wise material deliveries until closure.

Maintain complete purchase documentation and records.

F. ERP Management – MANDATORYThe candidate must have hands-on experience in ERP systems for

Purchase Requisitions (PRs).

Purchase Orders (POs).

Vendor and material records.

Purchase and delivery tracking.

Coordination with Stores and Accounts.

Material receipt-related transactions.

Procurement reports and MIS.

G. MS Excel – MANDATORYThe candidate must have strong hands-on knowledge of MS Excel, including

Comparative Statements and vendor comparisons.

Procurement and PO trackers.

Material requirement and delivery trackers.

Cost comparison and procurement MIS.

Data analysis and reconciliation.

H. Delivery & Quality Coordination

Follow up with vendors for timely dispatch and delivery.

Coordinate with Site and Stores teams for material receipt.

Ensure materials meet approved specifications, make, size, thickness, shade and finish.

Resolve issues related to shortages, damages, incorrect or rejected materials.

Ensure timely replacement of defective materials.

I. Cost Control & Value Engineering

Negotiate effectively to achieve competitive pricing.

Identify cost-saving opportunities and alternative sources.

Support teams with updated market rates.

Monitor price fluctuations of key interior materials.

Ensure procurement remains within approved budgets.

J. Accounts, Stores & Documentation

Coordinate with Accounts for invoice and payment processing.

Coordinate with Stores for material receipt and related documentation.

Maintain PRs, RFQs, quotations, CS, POs, delivery records and vendor documents.

Prepare and share weekly procurement status reports and MIS.

QUALIFICATIONS

Graduate or Diploma holder in Civil Engineering, Interior Design, Engineering, Commerce, Business Administration or Supply Chain Management.

Additional qualification in Procurement or Supply Chain Management will be an advantage.

EXPERIENCE

2–5 years of experience in Purchase / Procurement.

Preference for candidates with experience in Interior Fit-Out, Commercial Interiors, Construction, Retail, Hospitality or Project-based organizations.

MANDATORY REQUIREMENTSThe candidate must have

Hands-on experience in ERP systems for Purchase and Procurement.

Strong working knowledge of MS Excel.

Experience in preparing Comparative Statements, Purchase Orders and procurement trackers.

Good knowledge of interior fit-out materials and vendors.

Candidates without practical knowledge of ERP and MS Excel should not be considered for this position.6. KEY SKILLS & COMPETENCIES

Knowledge of interior fit-out materials and finishes.

Vendor sourcing and management.

Negotiation and commercial skills.

Cost analysis and cost control.

ERP and MS Excel proficiency.

Strong follow-up and coordination.

Documentation and MIS reporting.

Ability to manage multiple projects and urgent requirements.

Attention to detail and accuracy.

• KEY PERFORMANCE INDICATORS (KPIs)Performance will be evaluated based on

Timely procurement and material availability.

Reduction in procurement-related project delays.

Cost savings and competitive purchasing.

Vendor performance and delivery compliance.

Accuracy of Comparative Statements and Purchase Orders.

Timely ERP updates and documentation.

Accuracy of Excel trackers and MIS.

Effective coordination with Project, Site, Stores and Accounts teams.

PERSONAL ATTRIBUTESThe candidate should be

Proactive and result-oriented.

Highly organized and detail-oriented.

Cost-conscious and commerci