Key Responsibilities
- Purchase order drafting: Prepare POs from the PO Register template (auto-numbered) using the Master Rate List; route to the Procurement Manager for checklist approval before issue. Zero POs outside the register.
- RFQ execution: Send structured RFQs to 3+ vendors for purchases above 25,000; build landed-cost comparison sheets (rate + GST + freight + loading) using AI-assisted tools.
- Delivery tracking: Track every open PO to delivery acknowledgement, dispatch, transport, POD; flag delays against the PO delay clause the same day.
- GRN & bill matching: Match goods received vs PO vs invoice (3-way match) before bills go to Accounts; log mismatches.
- Master Rate List upkeep: Enter every recent confirmed rate, quote and bill into the rate master weekly (AI-assisted merge); no rates left in chats or DMs.
- Vendor onboarding support: Collect registration forms, GST/PAN/bank documents, references and sample-order feedback per the Vendor Onboarding System.
- Inventory data:
Chase monthly stock sheets from Pali, Karjat, godown, Hyderabad and Bangalore; consolidate into the inventory master.
- Transport coordination: Book transport against city rate contracts; maintain the dispatch calendar and POD file.
KPIs & Targets
- 100% of POs issued from the register with the 5-point checklist
- PO revision/re-send rate 10%
- 3-quote compliance on all buys more than 25,000: 100%
- Rate Master updated within 48h of any new rate/bill
- Open-PO delivery tracker updated daily; delay flags same-day
- Monthly inventory consolidation by the 5th
Must-Have Skills
- Excel/Google Sheets (lookups, basic formulas)
- Written English + Hindi/Marathi for vendor communication
- Process discipline comfortable following checklists exactly
- AI tools learning daily use is part of this job