Purchase, Import & Export Executive

About the Role

We are looking for an experienced and proactive Purchase, Import & Export Executive who can independently manage the company's complete procurement, international purchasing, import-export documentation, freight forwarding, logistics and dispatch operations.

The candidate should have practical experience in purchasing industrial equipment, machinery, engineering tools and components from international markets, particularly China, Taiwan, Germany, Italy, Russia, UK and USA, along with domestic procurement from Indian manufacturers, suppliers and distributors.

The candidate will be responsible for managing the entire procurement and logistics cycle, right from identifying suppliers and negotiating prices to placing purchase orders, coordinating shipments, handling documentation, processing freight payments and ensuring timely delivery of materials.

International Purchasing & Supplier Management

• Identify and develop new international suppliers and manufacturers from China, Taiwan, Germany, Italy, Russia, UK, USA and other countries.
• Search for manufacturers, exporters, distributors and overseas suppliers for industrial equipment, hydraulic tools, machinery and engineering products.
• Communicate with overseas suppliers through emails, telephone, WhatsApp and other communication channels.
• Obtain quotations, compare prices, negotiate commercial terms and secure competitive purchasing rates.
• Negotiate payment terms, delivery schedules, warranties, quality standards and shipping terms (FOB, CIF, EXW, CFR etc.).
• Verify supplier credibility, product specifications and commercial documentation.
• Follow up on purchase orders, production status, inspection, packing and shipment readiness.
• Develop long-term relationships with international suppliers.

Domestic Purchasing – India

• Identify and develop local vendors, manufacturers, distributors and suppliers across India.
• Source industrial equipment, spare parts, tools, machinery and other business requirements.
• Obtain and compare quotations from multiple vendors.
• Negotiate pricing, credit periods, GST terms and delivery schedules.
• Prepare and release purchase orders.
• Coordinate with suppliers for material availability, quality, dispatch and delivery.
• Maintain an updated database of domestic vendors and their commercial terms.
• Complete Import Documentation & Customs Coordination

Independently manage the complete import documentation process, including

• Commercial Invoice verification.
• Packing List verification.
• Bill of Lading (BL) / Airway Bill (AWB).
• Certificate of Origin.
• Insurance documentation.
• Import Purchase Orders.
• Proforma Invoices and final invoices.
• HS Code / HSN classification coordination.
• Import documentation and customs clearance coordination.
• Coordination with Customs House Agents (CHA).
• Preparation and verification of Bill of Entry.
• Import duty, IGST and other applicable charges coordination.
• E-way Bill and GST-related documentation wherever applicable.
• Follow up on customs clearance and ensure timely release of shipments.
• Maintain proper records of all import transactions and documents.

Freight Forwarding & International Logistics

• Identify and maintain relationships with reliable international freight forwarders.
• Obtain competitive freight quotations for both air and sea shipments.
• Compare freight charges, transit times, destination charges, local handling charges and other expenses.
• Negotiate the best possible freight rates.
• Coordinate shipments from China, Taiwan, Germany, Italy, Russia, UK, USA and other countries.
• Arrange air freight, sea freight, courier and domestic transportation.
• Coordinate with shipping lines, airlines, freight forwarders and CHAs.
• Track shipments and continuously follow up until the material reaches our warehouse.
• Handle shipment delays, documentation discrepancies and other logistics-related issues.
• Maintain a database of freight forwarders, their rates and performance.

Export Documentation & Dispatch Management

• Handle complete export documentation and shipment coordination.
• Prepare commercial invoices, packing lists and other export documents.
• Coordinate with customers, suppliers, freight forwarders, CHAs and transporters.
• Arrange export packing, transportation and dispatch schedules.
• Coordinate shipping bills, export declarations, certificates of origin and other applicable documentation.
• Follow up on export shipments until delivery.
• Maintain proper export records and documentation.
• Accounts, Bills, Freight Payments & TDS Coordination
• Verify freight forwarders' invoices and supporting documents.
• Check freight bills against approved quotations and agreed commercial terms.
• Prepare payment requests and coordinate with the accounts department.
• Calculate and coordinate applicable TDS deductions as per prevailing tax provisions.
• Process freight forwarder and transporter payments after necessary approvals.
• Maintain records of payments, outstanding bills and vendor statements.
• Reconcile freight forwarder accounts and resolve billing discrepancies.
• Coordinate GST invoices, debit notes, credit notes and other accounting documents.

Order Processing, Warehouse & Final Delivery

• Monitor the complete order cycle from purchase requisition to final delivery.
• Coordinate with suppliers for order confirmation and material readiness.
• Ensure timely inwarding of imported and locally purchased materials.
• Coordinate with warehouse and inventory teams for material receipt and verification.
• Arrange local transportation, packing and dispatches.
• Coordinate with sales and service teams for urgent customer requirements.
• Ensure materials are dispatched on time and reach the correct destination.
• Maintain dispatch records, delivery challans, LR copies and proof of delivery.
• Take complete responsibility for following up until the material is delivered.

MIS, Reporting & Vendor Manag