CAREER CHANCE

Position: Executive Assistant to CMD – Purchase

Company Profile

Vilas Transcore Limited, having a strong presence in Vadodara since 1996, is engaged in the manufacturing of Transformer Radiators, CRGO Products, and Transformer Components. We are looking for a highly organized and responsible Executive Assistant to the CMD – Purchase to provide effective administrative, coordination, reporting, and procurement support to the CMD.

Qualification: Bachelor’s Degree in any discipline; MBA / PG qualification will be an added advantage

Experience 8+ years of relevant experience in Purchase / Procurement / Executive Assistance, preferably in a Manufacturing Industry

LocationVadodara, Gujarat

Job summary

The Executive Assistant to the CMD – Purchase will provide high-level administrative, coordination, reporting, and strategic support to the CMD in procurement and supply chain-related activities.

The role involves coordinating with Purchase, Stores, Finance, Production, Operations, vendors, and suppliers, monitoring purchase activities, tracking orders and delivery schedules, preparing MIS reports, ensuring timely follow-ups, and supporting management in procurement-related decisions.

The incumbent will be required to maintain strict confidentiality regarding business, commercial, vendor, and procurement information.

Key Responsibilities

1. Executive Support

- Act as a key liaison between the CMD and internal/external stakeholders.

- Coordinate and follow up on procurement-related matters on behalf of the CMD.

- Maintain schedules, meetings, appointments, and important follow-ups related to Purchase activities.

- Prepare briefing notes, presentations, reports, and relevant information for management review.

- Ensure timely communication and follow-up on decisions taken by the CMD.

- Handle confidential business and procurement information with complete discretion.

2. Purchase & Procurement Coordination

- Coordinate with Purchase, Stores, Finance, Production, and Operations teams regarding purchase requirements and status updates.

- Track Purchase Orders, vendor quotations, contracts, and delivery schedules.

- Monitor the status of pending purchase orders and ensure timely follow-up.

- Follow up with vendors regarding material availability and delivery commitments.





- Monitor procurement KPIs and provide regular updates to the CMD.

- Follow up on pending approvals, vendor negotiations, and procurement activities.

- Assist the CMD in reviewing procurement proposals and vendor performance reports.

- Highlight delays, critical procurement issues, and deviations to Management.

3. MIS, Reporting & Documentation

- Prepare regular MIS reports, procurement dashboards, and analytical summaries for the CMD.

- Track purchase value, pending orders, delivery status, vendor performance, and other procurement-related information.

- Prepare presentations and management reports as required.

- Maintain confidential records relating to procurement, vendors, contracts, and commercial matters.

- Draft professional correspondence, reports, presentations, and official communications.

- Organize and maintain electronic and physical filing systems.

- Ensure important documents are easily accessible and properly controlled.

4. Vendor & Stakeholder Management

- Coordinate with vendors, suppliers, consultants, and business partners on behalf of the CMD.

- Facilitate communication between internal departments and external stakeholders.

- Follow up with suppliers regarding quotations, negotiations, order status, and deliveries.

- Support vendor meetings and discussions as required.

- Maintain professional relationships with key vendors and stakeholders.

- Ensure timely communication of management decisions to concerned departments.

5. Compliance & Process Monitoring

- Ensure adherence to company procurement policies, procedures, and approval processes.

- Monitor documentation compliance related to:

- Vendor onboarding

- Purchase Orders

- Quotations

- Contracts and agreements

- Purchase approvals

- Vendor evaluation

- Track pending approvals and ensure timely completion of procurement processes.

- Support internal and external audits by providing required purchase-related records.





- Identify process gaps and bring them to the attention of the CMD / Management.

6. Cross-Functional Coordination

- Coordinate with Purchase, Stores, Finance, Production, PPC, Quality, and Operations for smooth procurement operations.

- Follow up on material requirements and procurement priorities.

- Support resolution of procurement-related issues affecting production and operations.

- Monitor critical and urgent purchase requirements.

- Support strategic procurement projects and initiatives assigned by the CMD.

7. Follow-up & Performance Monitoring

- Maintain a systematic tracker for important procurement activities and management decisions.

- Monitor pending actions and ensure timely follow-up with responsible persons.

- Track vendor commitments and delivery schedules.

- Prepare periodic status reports for the CMD.

- Escalate critical delays, commercial issues, and operational concerns promptly.

Desired Skills & Competencies

- Strong understanding of Purchase, Procurement, Vendor Management, and Supply Chain processes.

- Excellent coordination and follow-up skills.

- Strong proficiency in MS Excel, PowerPoint, Word, and MIS reporting.

- Knowledge of SAP / ERP systems will be an added advantage.

- Good analytical and reporting abilities.

- Excellent written and verbal communication skills.

- Strong organizational and time-management skills.

- Ability to handle multiple priorities and work under deadlines.

- Strong vendor and stakeholder coordination skills.

- High level of confidentiality, professionalism, and integrity.

- Good presentation and management reporting skills.

- Experience in a manufacturing / engineering industry will be preferred.

Why Join Vilas Transcore Limited?

- Opportunity to work closely with the CMD and senior management.

- Exposure to strategic Purchase, Procurement, and Supply Chain activities.

- Opportunity to work across Purchase, Stores, Finance, Production, and Operations.

- Professional growth and leadership development opportunities.

- Exposure to a growing engineering and manufacturing organization.

- Salary and benefits as per company policy and industry standards.

We invite organized, proactive, and result-oriented professionals with strong Purchase / Procurement coordination and Executive Assistant experience to join our organization.

📌 Executive Assistant to CMD - Purchase (Vadodara)
🏢 Vilas
📍 Vadodara