Sr. Purchase Manager

Company Name

Asha Ram \& Sons Pvt. Ltd.

Department

Purchase \& Accounts Coordination

Designation

Purchase Manager

Location

Delhi / Corporate Office

Experience

5–8 Years (Preferred)

Qualification: Graduate in Commerce (B.Com) or MBA in Supply Chain Management, Procurement, or Finance. Relevant experience and practical knowledge of purchase and accounts will be given preference.

Key Roles and Responsibilities

• Purchase Planning: Review material requirements, stock levels, consumption, reorder levels, pending orders and departmental purchase requests to ensure timely procurement.
• Vendor Search \& Development: Identify, research, contact and develop new manufacturers, suppliers, distributors, importers and alternative vendors through market research, online platforms, industry references and trade networks.
• Vendor Verification: Collect and verify vendor KYC, GST registration, PAN, bank details, cancelled cheque, company profile, product specifications and other required documents before vendor registration.
• Rate Negotiation: Negotiate purchase prices, discounts, credit periods, payment terms, freight, transportation, delivery schedules and other commercial conditions with new and existing vendors.
• Quotation Management: Obtain multiple quotations wherever feasible and prepare comparative statements based on price, quality, specifications, GST, freight, delivery time, credit terms and total landed cost.
• Market Research: Regularly monitor market prices, raw material price fluctuations, competitor quotations and alternative sourcing opportunities to ensure cost-effective purchasing.
• Purchase Order (PO) Preparation: Prepare, verify and issue POs only against approved requirements, ensuring correct item descriptions, specifications, quantities, rates, GST, delivery terms, payment terms and other conditions.
• PO Approval \& Control: Obtain the required management approvals for purchases, rate deviations, urgent orders, budget exceptions and other commitments before placing orders.
• Vendor Order Confirmation: Obtain written confirmation of PO acceptance, negotiated rates, quantities, payment terms and delivery commitments from vendors.
• Purchase Follow-Up: Track all open POs and follow up with vendors to ensure timely dispatch and delivery of materials at the designated warehouse or location.
• Interdepartmental Coordination: Coordinate with Accounts, Sales, Warehouse, Logistics, Operations and Quality Control Teams to ensure purchases meet actual business requirements.
• Inventory Coordination: Verify stock availability, minimum stock levels, slow-moving and non-moving stock, expiry-sensitive materials and pending receipts before placing fresh orders.
• Quality Control: Coordinate sample approvals, technical specifications, quality certificates, COA, material inspections and rejection handling with the concerned departments.
• Goods Receipt Verification: Match ordered quantities with received materials and coordinate resolution of shortages, excess quantities, damaged goods, rejected materials and incorrect supplies.
• Vendor Claims \& Recovery: Follow up on replacement of defective materials, short supplies, damaged bags, quality claims, refunds, debit notes, credit notes and other vendor recoveries.
• Purchase Invoice Verification: Verify vendor invoices against approved POs, quotations, goods receipt records, agreed rates, quantities, discounts, freight and applicable taxes before forwarding them for payment.
• Purchase Accounting: Coordinate purchase entries, expense classification, vendor ledger maintenance, invoice booking, advance adjustments and supporting documentation with the Accounts Department.
• GST Compliance: Verify GSTIN, invoice particulars, HSN codes, CGST, SGST, IGST and relevant supporting documents in coordination with Accounts; assist with ITC documentation and purchase reconciliation.
• TDS \& Statutory Coordination: Coordinate with Accounts regarding applicable TDS on vendor transactions, statutory documentation, tax compliance and audit requirements.
• Vendor Payment Management: Prepare and maintain vendor payment schedules, including invoice details, due dates, outstanding amounts, advances and payment status.
• Payment Follow-Up: Coordinate with Accounts to ensure vendor payments are processed on time according to approved terms, available cash flow and management authorization.
• Payment Verification: Ensure that vendor payments are supported by approved POs, valid invoices, receipt records and required approvals; prevent duplicate payments and unauthorized transactions.
• Vendor Reconciliation: Reconcile vendor statements with company ledgers, identify outstanding differences, resolve unrecorded invoices and advances, and obtain balance confirmations.
• Credit Period Negotiation: Negotiate favourable credit terms, payment cycles, discounts and advance-payment conditions to improve working capital management.
• Freight \& Logistics Management: Negotiate transportation charges, coordinate dispatches, track shipments and verify freight bills and delivery-related expenses.
• Import Purchase Coordination: Where applicable, coordinate import quotations, supplier documentation, shipping documents, freight, customs-related paperwork and landed-cost calculations with the relevant departments.
• Purchase Budget Control: Monitor procurement expenditure against approved budgets, identify cost variations and obtain approvals for additional or unplanned expenditure.
• Cost Reduction: Identify opportunities for bulk purchasing, alternative suppliers, annual rate contracts, volume discounts and long-term agreements without compromising quality.
• Vendor Performance Evaluation: Assess vendors on pricing, quality, delivery timelines, reliability, service, credit terms and compliance; maintain an updated approved vendo