Purchase Executive

Department

Purchase / Procurement

Designation

Purchase Executive

Reporting To

Purchase Manager / Operations Head / Management

Location

Chennai

Employment Type

Full Time

Job Summary

The Purchase Executive will be responsible for procurement of materials, components, equipment and services required for manufacturing, cleanroom projects, HVAC works and day-to-day company operations.

The position requires effective vendor development, quotation comparison, price negotiation, purchase order processing, delivery follow-up and coordination with Stores, Projects, Production, Accounts and Engineering teams.

Key Responsibilities1. Procurement & Purchase

Receive and review Purchase Requisitions (PR) from concerned departments.

Obtain quotations from approved and new vendors.

Prepare comparative statements based on price, specification, delivery period, payment terms and commercial conditions.

Negotiate with suppliers for competitive pricing, delivery schedule and payment terms.

Prepare and issue Purchase Orders (PO) after obtaining required approval.

Ensure purchased materials comply with approved specifications, drawings, BOQ and project requirements.

Vendor Development & Management

Identify and develop reliable suppliers for existing and new requirements.

Maintain an Approved Vendor List and vendor database.

Obtain technical and commercial details from suppliers.

Evaluate vendors based on quality, price, delivery performance and service.

Develop alternate vendors for critical materials to minimize procurement risk.

Maintain professional relationships with suppliers.

Material Procurement

Handle procurement of materials related to

GI, SS304 and SS316 sheets

Aluminium profiles and sections

PUF/PIR cleanroom panels and accessories

Cleanroom doors, windows and coving

AHU and HVAC components

Fans, motors, blowers and filters

HEPA and pre-filters

Electrical panels and control components

Cables, switches, sensors and instrumentation

Fabrication and sheet-metal components

Hardware and fasteners

Cleanroom equipment components

Bought-out items

Packing materials

Project/site consumables

General engineering and office requirements

Purchase Order Management

Prepare Purchase Orders with correct material description, quantity, specification, rate, GST, HSN/SAC where applicable, delivery schedule and payment terms.

Obtain approval before releasing Purchase Orders.

Send approved PO to suppliers and obtain order acknowledgement.

Maintain proper PO records and track open Purchase Orders.

Process PO amendments whenever required.

Delivery Follow-Up

Follow up continuously with suppliers for timely delivery.

Maintain material delivery schedules based on project and production priorities.

Coordinate transportation and dispatch wherever required.

Immediately highlight expected delays to the concerned department.

Give priority to critical materials affecting production or project completion.

Coordination with Stores & Quality

Coordinate with Stores for receipt of purchased materials.

Verify PO quantity against received quantity.

Coordinate inspection of incoming materials with the concerned technical/quality team.

Follow up with suppliers for replacement of rejected, damaged or incorrect materials.

Ensure shortages and discrepancies are closed promptly.

Invoice & Payment Coordination

Verify supplier invoices against PO and material receipt details.

Coordinate with Accounts for invoice processing.

Track supplier payment terms and due dates.

Resolve discrepancies related to price, quantity, GST, freight and other commercial terms.

Maintain records of advances and pending supplier payments where applicable.

Documentation & MIS

Maintain proper records of

Purchase Requisitions

Request for Quotations

Vendor Quotations

Comparative Statements

Purchase Orders

PO Amendments

Delivery Follow-up

Material Receipt / GRN

Supplier Invoices

Vendor Evaluation

Approved Vendor List

Pending Purchase Orders

Prepare weekly/monthly reports covering pending purchases, overdue materials, cost savings, vendor performance and critical procurement status.

Required Qualifications

Education: Diploma / B.E. / B.Tech in Mechanical, Electrical or related engineering discipline; alternatively, any graduate with relevant industrial procurement experience.

Experience: 2–5 years in purchasing/procurement, preferably in HVAC, cleanroom, engineering, manufacturing, fabrication, pharmaceutical equipment or project-based industries.

Required Skills

Strong vendor negotiation skills

Good knowledge of engineering materials and components

Ability to read basic technical specifications, BOQ and drawings

Knowledge of GST, HSN codes and basic commercial terms

Good communication and supplier follow-up skills

Strong working knowledge of MS Excel and MS Office

ERP/Tally purchase module knowledge is an advantage

Ability to prepare quotation comparison statements

Good documentation and record-maintenance skills

Ability to handle multiple purchase requirements simultaneously

Strong coordination and problem-solving ability

Key Performance Indicators (KPI)

Performance may be measured based on

On-time material availability

Purchase cost savings

Reduction in procurement lead time

Number of alternate vendors developed

Supplier delivery performance

Material rejection/replacement closure time

Purchase Order accuracy

Reduction in emergency purchases

Pending PO closure

Documentation and procurement process compliance

Preferred Candidate Profile

The candidate should be proactive, commercially aware and capable of independently handling procurement from Purchase Requisition → RFQ → Quotation Comparison → Negotiation → PO → Delivery Follow-up → Material Receipt → Invoice Coordination.

Preference may be given to candidates with procurement experience in Cleanroom, HVAC, Pharmaceutical Equipment, Sheet Metal Fabrication, Electrical Panels, Engineering Projects or Industrial Equipment Manufacturing.

Pay

₹18,000.00 - ₹25,000.00 per month

Work Location

In person