Purchase Officer / Executive -

Job Description

Purchase Officer / Executive - PSG Central Purchase

Employment Type

Full-time

Location

Coimbatore

Industry

Education

Qualification

B.E. / B.Tech. in Mechanical Engineering, Civil Engineering and EEE.

Experience

5+ Years

Job Summary

We are seeking a Purchase Officer / Executive to manage procurement activities across our institution. The candidate will be responsible for sourcing materials, vendor management, price negotiation, purchase order processing, delivery coordination, and maintaining accurate procurement records. The role involves coordinating with engineering teams, stores, finance, and other internal departments to ensure timely procurement, cost optimization, quality assurance, and compliance with institutional purchase policies.

Key Responsibilities

• Receive and verify purchase indents for specifications, quantities, budget availability, and required approvals.
• Obtain quotations, prepare comparative statements, evaluate vendor offers, and negotiate prices, payment terms, and delivery conditions.
• Prepare and process purchase orders through the ERP system after obtaining the necessary approvals.
• Follow up with vendors to ensure timely delivery, resolve supply-related issues, and escalate delays to the Assistant Purchase Manager.
• Identify and develop reliable vendors, maintain vendor databases and negotiated rates, and evaluate vendor performance.
• Coordinate with the Stores Department for material inspection, GRN processing, rejection or return of defective goods, and verification of invoices against purchase orders and GRNs before forwarding them to Finance.
• Manage procurement for civil, interior, fabrication, and MEP works in coordination with engineering teams, including specifications and BOQs, as well as groceries, vegetables, and other institutional consumables.
• Monitor AMC, rate contract, and licence renewals, and coordinate scrap disposal through bidding and proper documentation.
• Maintain accurate procurement records, including quotations, comparative statements, purchase orders, invoices, delivery receipts, and audit documents.
• Prepare periodic reports on pending orders, delivery status, price variations, vendor performance, and cost savings for management review.
• Ensure compliance with institutional procurement policies, approval procedures, and documentation requirements while coordinating with engineering, stores, finance, and other departments.

Desired Candidates Qualifications

• B.E. / B.Tech. in Mechanical Engineering, Civil Engineering, or Electrical and Electronics Engineering (EEE).
• Minimum 5 years of experience in procurement, purchasing, vendor management, or materials management.
• Strong knowledge of procurement procedures, vendor development, price negotiation, quotation evaluation, comparative statements, purchase order processing, and delivery management.
• Proficiency in ERP-based purchasing systems, MS Excel, and procurement documentation.
• Knowledge of civil, interior, fabrication, and MEP materials, engineering equipment, or institutional consumables.
• Experience in stores coordination, GRN processing, invoice verification, and inventory management.
• Strong negotiation, analytical, communication, coordination, and problem-solving skills.
• Ability to manage multiple procurement requirements, prioritize urgent orders, and ensure timely delivery.
• Ability to maintain accurate procurement records and prepare reports on purchasing activities and cost savings.
• Experience in educational institutions, hospitals, or large multi-department organizations will be an added advantage.

About the Institution

The PSG & Sons' Charities Trust was established in 1926 in the honor and memory of Sri. P. S. Govindaswamy Naidu. It was founded by his illustrious Sons with the noble vision of providing education to the needy and to enhance the economic prospects of local communities. In its glorious journey of 100 years, the Trust has established 25 Educational Institutions in Coimbatore.

Job Type

Full-time

Work Location

In person