ROLE PURPOSE The Purchase Coordinator makes sure purchase orders go out on time at market-beating costs, and then stays on the vendor until the goods physically land at our warehouse. Equally important, the role keeps every stakeholder — sales, warehouse, accounts, and leadership — informed ahead of time, so that supply status is always known and never has to be chased.

KEY RESPONSIBILITIES

1. Purchase Order Release

- Convert approved requirements into purchase orders within the defined turnaround, with complete specifications — SKU, quantity, glaze/finish, packing standard, and delivery date.
- Ensure every PO is released only at final negotiated rates. Placeholder or provisional rates are not acceptable under any circumstance.
- Obtain and compare quotes, negotiate on price, MOQ, lead time, and payment terms, and record the rationale for the vendor selected.

2. Cost Negotiation & Rate Discipline

- Benchmark every purchase against the last purchase rate and alternate vendor quotes; drive rates down without compromising the quality standard.
- Maintain an updated SKU-wise rate card across the active vendor base, and flag any upward rate movement to leadership with reasons.
- Track and account for freight, packing, and other landed-cost elements while comparing vendors.

3. Vendor Follow-Up & Delivery Assurance

- Own the open PO book end-to-end. Follow up with vendors on a defined rhythm, not only when a delivery is already late.
- Secure production confirmation, work-in-progress status, and dispatch dates from vendors; capture every commitment in writing.
- Identify slippage risk early and escalate internally before the committed date is missed, along with a revised realistic ETA.
- Coordinate dispatch, transporter booking, and inward scheduling so that goods reach the warehouse on time and in full.

4. Documentation, Trackers & SOP Compliance





- Maintain the purchase tracker as a single source of truth, PO status, expected dates, follow-up log, dispatch details, and receipt status, updated daily.
- Follow all internal purchase SOPs on approvals, rate finalisation, PO issue, follow-up cadence, and escalation. Where an SOP is missing or breaking, flag it rather than working around it.
- Keep vendor records complete — rate cards, agreed terms, sample approvals, and communication history — so that no information sits only in one person’s head or phone.
- Support the accounts team on PO-to-receipt-to-bill matching, and help resolve rate mismatches, short receipts, and unbilled receipts.

5. Proactive Stakeholder Communication

- Circulate a periodic supply status update covering open POs, expected inward dates, delays, and risk items — without being asked for it.
- Keep Sales Coordination informed of any change that affects a customer’s committed delivery date, early enough for the customer to be managed.
- Alert the warehouse in advance of incoming consignments so that space, manpower, and inward QC are planned, not improvised.
- Escalate clearly and promptly — with the issue, the impact, and a recommended action, rather than only the problem.

6. Maker Visits & Production Verification

- Travel to maker and vendor locations as required to physically verify that production is running to the committed quantity, quality, and timeline.
- Check work-in-progress against the PO, inspect finish and packing standards before dispatch, and report findings with photographs.




- Use visits to strengthen working relationships with makers and to identify capacity constraints before they turn into delays.
- Support inward QC coordination at the warehouse and drive vendor accountability for rejections, breakages, and short supply.

CANDIDATE PROFILE

Must Have

- 2–5 years of experience in purchase coordination, procurement support, vendor follow-up, or supply chain execution — ideally in ceramics, tableware, home décor, handicrafts, furniture, or a comparable multi-vendor manufacturing environment.
- Exceptionally organised, with the discipline to run structured trackers and close loops without being reminded.
- Strong follow-up temperament — persistent and firm with vendors, without damaging the relationship.
- Practical negotiation skills, with a demonstrated instinct for cost.
- Comfortable with Excel / Google Sheets at a working level; able to learn and operate an ERP reliably.
- Fluent Hindi and functional English, with explicit written communication for internal updates and vendor correspondence.
- Based in or willing to relocate to Jaipur, and willing to travel to maker locations at short notice.

Temperament We Are Looking For

- Ownership over instruction — treats a delayed PO as their problem, not the vendor’s.
- Writes things down. Trusts systems and trackers over memory.
- Communicates early, particularly when the news is bad.
- Calm, respectful, and persistent under pressure — our vendors are long-term partners, not one-time suppliers.

WHY THIS ROLE MATTERS Lagavi commits delivery dates to hospitality clients who are opening restaurants, hotels, and cafes on fixed timelines. Every one of those commitments rests on goods arriving from our makers when they were promised. This role is the person who makes that happen — quietly, consistently, and on record.

📌 Purchasing Coordinator (Jaipur)
🏢 Lagavi
📍 Jaipur