Role Purpose

The Stores and Purchase Manager will be responsible for managing the complete procurement

and stores function, including purchase planning, vendor development, commercial

negotiations, purchase order management, material receipt, inventory control and material

issuance.

The role requires close coordination with Production, Projects, Design, Quality, Finance,

Service and Operations teams to ensure that the right materials are available at the right time,

in the required quantity and at an optimal cost.

Key Responsibilities

1. Purchase Planning and Procurement

- Prepare purchase plans based on production schedules, project requirements, bills of

materials and inventory levels.

- Procure raw materials, bought-out components, engineering items, electrical

components, refrigeration equipment, fabrication materials, consumables and project-

related materials.

- Obtain quotations, prepare comparative statements and negotiate prices, commercial

terms, delivery schedules, warranties and payment terms.

- Release purchase orders after obtaining the required technical and commercial

approvals.

- Ensure that all purchases are made in accordance with approved specifications, budgets

and internal authorization processes.

- Monitor open purchase orders and follow up with vendors to ensure timely delivery.

Page 2 of 5

- Identify material shortages and potential supply delays in advance and escalate them to

the concerned stakeholders.

- Coordinate urgent and emergency purchases without compromising documentation and

commercial controls.

2. Vendor Development and Management

- Identify, evaluate and onboard suitable vendors and service providers.

- Develop alternate vendors for critical materials to reduce dependency and supply risk.

- Maintain an approved vendor database with details of pricing, lead times, quality

performance and commercial terms.

- Conduct periodic vendor performance reviews based on quality, cost, delivery and

service.

- Coordinate with Quality, Design and Production teams for vendor qualification and

technical approval.

- Build long-term relationships with reliable vendors while maintaining commercial

discipline.

- Address vendor quality concerns, delayed deliveries, shortages and commercial

disputes.

3. Stores and Inventory Management

- Take complete responsibility for the receipt, storage, preservation, identification and

issuance of materials.

- Ensure that all incoming materials are verified against purchase orders, delivery

challans and invoices.

- Coordinate incoming material inspection with the Quality team before accepting

materials into stock.

- Ensure timely preparation of Goods Receipt Notes and accurate entry of materials in

the ERP or inventory system.

- Implement proper binning, labelling, coding and location management for all materials.

- Maintain separate and clearly identified areas for accepted, rejected, returned, damaged

and scrap materials.

- Ensure that materials are issued only against authorized material requisitions,

production orders or project requirements.

- Maintain minimum, maximum,



reorder and safety-stock levels for critical materials.

- Monitor slow-moving, non-moving, excess and obsolete inventory and initiate

corrective action.

- Conduct regular cycle counts, physical stock verification and inventory reconciliation.

- Investigate and resolve stock variances in coordination with Finance and Operations.

- Ensure proper storage and handling of temperature-sensitive, hazardous, high-value

and fragile materials.

4. Production and Project Coordination

- Coordinate closely with Production and Planning teams to ensure uninterrupted

availability of materials.

- Review material requirements for cold-room, refrigeration, thermal-energy-storage and

customer-site projects.

Page 3 of 5

- Track project-specific procurement and ensure that materials are delivered as per

installation and execution schedules.

- Coordinate with Design and Engineering teams to clarify specifications, drawings and

bills of materials.

- Support the Projects team with dispatch planning and material movement to customer

sites.

- Ensure that project materials are correctly packed, labelled and accompanied by the

required documentation.

- Track surplus and unused materials returned from project sites.

5. Cost Control and Commercial Management

- Track material prices and identify opportunities for cost reduction, rate contracts and

bulk purchasing.

- Negotiate annual or long-term rate contracts for regularly purchased materials and

services.

- Maintain purchase-price history and periodically analyse price movements.

- Work with Design, Production and Quality teams on value engineering and alternative-

material opportunities.

- Ensure that purchases remain within approved budgets and immediately highlight

significant deviations.

- Support Finance with invoice verification, vendor reconciliation, payment queries and

documentation.

- Ensure that vendor advances, debit notes, credit notes and material returns are properly

tracked.

6. Systems, Documentation and Compliance

- Maintain accurate records of purchase requisitions, quotations, comparative statements,

approvals, purchase orders, GRNs, material issues and stock transfers.

- Ensure that all procurement and stores transactions are recorded in the ERP or

inventory-management system on time.

- Maintain complete audit trails and ensure readiness for internal, statutory, customer and

quality audits.

- Ensure compliance with applicable GST, e-way bill, invoice and transportation

documentation requirements.

- Maintain material traceability wherever required.

- Establish and periodically update standard operating procedures for procurement and

stores.

- Ensure that statutory, safety,



environmental and customer-specific requirements are

followed in material storage and handling.

7. Team Management

- Supervise storekeepers, purchase executives, helpers and other members of the Stores

and Purchase team.

- Allocate responsibilities and establish clear daily, weekly and monthly priorities.

- Train team members on inventory controls, documentation, ERP usage, material

handling and safety practices.

- Monitor team productivity, accuracy, discipline and adherence to processes.

Page 4 of 5

- Build a culture of ownership, urgency, cost consciousness and accountability.

Key Performance Indicators

Performance in this role will be assessed against:

- On-time availability of materials for production and projects.

- Reduction in production or project delays caused by material shortages.

- Purchase-price savings and cost-avoidance initiatives.

- Inventory accuracy and stock-variance levels.

- Inventory holding days and working-capital efficiency.

- Reduction in slow-moving, non-moving and obsolete inventory.

- Percentage of purchases completed within approved lead times.

- Vendor quality and on-time delivery performance.

- Number of critical items with approved alternate vendors.

- Accuracy and timeliness of GRNs, purchase orders and stock entries.

- Closure of audit observations relating to stores and procurement.

- Compliance with purchasing authority, documentation and approval processes.

Qualifications and Experience

- Bachelor’s degree or diploma in Engineering, Supply Chain, Materials Management,

Commerce or a related discipline.

- Excellent knowledge of Tally prime and Microsoft Excel.

- Additional qualification in Materials Management, Supply Chain or Procurement will

be preferred.

- Approximately 7-10 years of experience in stores, procurement, materials management

or supply-chain operations.

- At least 2–3 years of experience managing a stores or procurement team.

- Experience in manufacturing, refrigeration, HVAC, electrical equipment, engineering

projects, fabrication, cold rooms or industrial equipment will be strongly preferred.

- Experience working with bills of materials, engineering drawings and technical

specifications.

- Familiarity with GST, e-way bills, vendor documentation and commercial purchase

processes.

Skills and Competencies

- Strong commercial negotiation and vendor-management capabilities.

- Sound understanding of inventory control and stores-management practices.

- Ability to plan procurement against changing production and project requirements.

- High level of accuracy in documentation and system entries.

- Strong analytical and problem-solving ability.

- Ability to identify risks and escalate potential shortages early.

- Good understanding of engineering components and technical procurement.

- Solid coordination and follow-up skills.

- Ability to work in a fast-growing, execution-intensive environment.

- High levels of integrity, cost consciousness and ownership.

Pay: ₹50,000.00 - ₹65,000.00 per month

Work Location: In person

📌 Store and Purchase Manager (India)
🏢 NHN Solutions
📍 India