Purchase Executive — Procurement, Stores & Job Work

Designation

Purchase Executive

Department

Purchase & Stores

Reports To

Director / Operations Head

Supervises

Field Runner, Store Keeper / Store Assistant

Location

Noida, Uttar Pradesh (factory-based role)

Experience

5–7 years in purchase / procurement within the fabrication industry

Qualification

Diploma or Degree in Mechanical / Production Engineering; or Graduate with equivalent hands-on purchase experience in a fabrication or sheet-metal environment

Employment Type

Full-time, on-site

1. Position Summary The Purchase Executive is responsible for ensuring that every confirmed order at Telelec is supported by the right material, from the right vendor, at the right price, delivered on time. The role owns the full procurement cycle — reading the order and BOM, checking what is already available in stores, raising purchase orders, following up until material physically reaches the factory gate, and routing components through external job work where required.

This is a hands-on, shop-floor-connected role rather than a desk-only one. The person will work closely with Design, Production and Sales, will supervise the store and the field runner, and will be accountable for material availability, vendor performance and inventory accuracy.

2. Key Responsibilities

2.1 Procurement Planning & Material Ordering

- Study confirmed sales orders, drawings and Bills of Material to arrive at an accurate, order-wise material requirement.
- Check existing stock in stores before raising any indent, so that available material is consumed first and duplicate buying is avoided.
- Prepare and release purchase orders for raw material, bought-out items and consumables — MS/SS sheets and plates, pipes and tubes, flanges, fasteners, heating elements and tubular components, insulation material, control panel components, cables, hardware, paints and consumables.
- Plan procurement against production schedules and committed delivery dates, allowing for vendor lead times, and highlight long-lead items at the earliest.
- Obtain and compare quotations from at least two to three vendors for significant purchases; negotiate rate, payment terms and delivery period.
- Maintain a rate history for regularly purchased items and flag abnormal price movements to management.
- Ensure all purchases are made against approved indents and within the approval limits laid down by management.

2.2 Vendor Management & Development

- Maintain an updated approved vendor list with rates, lead times, payment terms, GST details and past performance.
- Identify and develop alternate and backup vendors for critical items to reduce single-source dependency.
- Evaluate vendors periodically on quality, delivery adherence, pricing and responsiveness, and share the assessment with management.
- Handle rejections, short supply, wrong material and quality complaints with vendors — arrange replacement, debit note or credit note as applicable.
- Coordinate with Accounts on vendor bills, advance payments, pending payments and reconciliation of vendor ledgers.
- Build long-term, transparent working relationships with vendors that protect Telelec’s cost, quality and delivery interests.

2.3 Delivery Follow-Up & Expediting

- Track every open purchase order to closure and maintain a live pending-order status sheet.
- Follow up proactively with vendors — before the due date,



not after it — and escalate delays early with a clear recovery plan.
- Coordinate transportation, freight, e-way bills and gate entry for inbound material.
- Inform Production and Sales in advance wherever a material delay is likely to affect a dispatch commitment.
- Maintain records of committed versus actual delivery dates as the basis for vendor rating.

2.4 Store & Inventory Control

- Supervise day-to-day store operations — receipt, inspection intimation, GRN, binning, issue against job cards and material return.
- Ensure incoming material is checked for quantity, specification and documentation, and that quality-critical items are routed for inspection before acceptance.
- Maintain accurate stock records; conduct periodic physical verification and reconcile physical stock with system/register stock.
- Define and maintain minimum and reorder levels for rapid-moving and consumable items.
- Control non-moving, slow-moving and excess inventory, and report scrap and offcut generation for disposal or reuse.
- Keep the store clean, labelled and organised so that material is traceable and retrievable without delay.

2.5 Job Work Coordination

- Plan and issue job work for operations carried out outside the factory — laser cutting, bending, rolling, machining, galvanising, powder coating, plating and similar processes.
- Prepare job work challans, ensure correct documentation and statutory compliance, and track material sent out against material received back.
- Follow up with job work vendors on turnaround time and quality of the returned components.
- Reconcile job work accounts periodically — quantity sent, received, rejected and pending — and ensure no material remains untracked with a vendor.
- Negotiate and control job work rates and identify opportunities to reduce outside processing cost or lead time.

2.6 Supervision of Field Runner & Store Staff

- Plan and prioritise the daily route and task list of the field runner for local pickups, bank and vendor visits, and urgent purchases.
- Verify cash expenses, bills and vouchers submitted by the field runner and ensure timely settlement with Accounts.
- Allocate work to store staff, monitor discipline and attendance, and ensure safe material handling practices.
- Train and guide the team on documentation accuracy, housekeeping and turnaround expectations.

2.7 Documentation, Compliance & Reporting

- Maintain complete purchase records — indents, quotations, comparative statements, purchase orders, GRNs, challans and invoices.
- Ensure all inward documentation is GST-compliant and correctly handed over to Accounts.
- Submit periodic reports to management: pending purchase orders, material shortage against live orders, stock status, job work pendency, vendor performance and purchase spend.
- Support internal audits, ISO documentation and any customer or third-party inspection requirements relating to material and vendor records.

3. Key Performance Areas & Indicators

Key Performance Area

Indicator

Target Direction





Material Availability

Production delays attributable to non-availability of material

Nil

On-Time Procurement

Purchase orders received on or before committed delivery date

High and improving

Cost Control

Savings achieved through negotiation, alternate vendors and rate benchmarking

Measurable annual saving

Inventory Accuracy

Variance between physical stock and recorded stock

Within agreed tolerance

Job Work Control

Material pending with job work vendors beyond agreed period

Nil / fully reconciled

Vendor Performance

Rejections and short supplies per vendor; alternate vendors developed

Reducing rejections

Documentation

Purchase and store records complete, GST-compliant and audit-ready

Full compliance

Team Supervision

Turnaround of field runner tasks and store issue requests

Same-day where feasible

4. Skills & Competencies

Technical

- Sound working knowledge of fabrication materials and processes — sheet metal, MS and SS grades, sections, pipes, fasteners and hardware.
- Ability to read engineering drawings and Bills of Material and convert them into a material requirement.
- Familiarity with job work processes, challan documentation and GST provisions applicable to purchase and job work.
- Practical understanding of stores management, GRN procedure, stock valuation and reorder levels.
- Working knowledge of ERP or inventory software, along with MS Excel (comparative statements, stock and pendency trackers).
- Established vendor network in the Noida / Delhi NCR fabrication and hardware market is a strong advantage.

Behavioural

- Strong negotiation ability, exercised without compromising quality or vendor relationships.
- Follow-up discipline — persistent, structured and documented rather than reactive.
- Ownership mindset; treats material shortage as a personal accountability, not a vendor excuse.
- Clear communication and coordination across Design, Production, Sales and Accounts.
- Integrity and transparency in all vendor dealings, pricing and cash handling.
- Ability to lead and hold a small team accountable.

5. Cultural Fit at Telelec The person in this role is expected to demonstrate Telelec’s four cultural pillars:

- Win-Win-Win Outcome Orientation — negotiating outcomes that work for Telelec, the vendor and ultimately the customer, so that supply relationships are sustainable.
- Supportive Team Culture — treating Production, Design, Sales and Stores as internal customers and keeping them informed rather than surprised.
- Integrity — complete transparency in vendor selection, pricing, cash handling and reporting of delays or errors.
- Learning Culture — staying current on materials, rates, alternate sources and processes, and developing the store and field team alongside.

6. Experience Required 5–7 years of hands-on purchase and stores experience in a fabrication, sheet-metal, heating equipment, pressure vessels, process equipment, control panel or allied engineering manufacturing environment. Candidates should have independently handled vendor development, job work coordination and stores, and should be comfortable working on the shop floor as well as in the office.

Prepared by: Human Resources, Telelec Heating Equipment Pvt. Ltd. | Approved by: Director

Pay: ₹30,000.00 - ₹360,000.00 per month

Benefits

- Leave encashment
- Provident Fund

Work Location: In person

📌 Purchase & Store Manager (Noida)
🏢 Telelec Heating Equipment
📍 Noida