Purchase Executive — Roles & Responsibilities

A Purchase Executive is responsible for procuring materials, hardware, accessories, services, and consumables required for modular furniture projects and production, ensuring the right quality, quantity, price, and delivery at the right time.

1. Purchase Planning

- Review material requirements received from Planning, Production, Design, and Projects.
- Prepare purchase requirements based on approved BOMs, material schedules, and stock availability.
- Identify urgent, routine, and long-lead materials.
- Coordinate with Planning to prioritize purchases according to production and project schedules.

2. Supplier Management

- Identify and evaluate suppliers for boards, laminates, hardware, fittings, adhesives, accessories, packing materials, and other requirements.
- Develop and maintain an approved supplier database.
- Obtain quotations from suitable suppliers.
- Compare supplier prices, specifications, lead times, payment terms, and quality.
- Maintain professional relationships with suppliers.

3. RFQ & Quotation Management

- Prepare and issue RFQs to suppliers.
- Obtain competitive quotations.
- Prepare quotation comparison statements.
- Verify technical specifications before finalizing suppliers.
- Negotiate prices, delivery schedules, credit terms, and other commercial conditions.

4. Purchase Order Management

- Prepare Purchase Orders based on approved requirements and commercial terms.
- Ensure PO specifications clearly mention:
- Material description
- Brand
- Grade/specification
- Quantity
- Unit price
- Delivery date
- Delivery location
- Payment terms
- Quality requirements
- Obtain required internal approvals before releasing POs.
- Send approved POs to suppliers and obtain confirmation.

5. Material Follow-Up





- Follow up with suppliers for timely delivery.
- Track open Purchase Orders.
- Maintain expected delivery dates.
- Highlight delays that may affect production.
- Coordinate with suppliers to expedite urgent materials.
- Escalate critical delays to the Purchase/Planning Manager.

6. Coordination With Stores & BSR

- Coordinate with BSR/Stores regarding material receipts and shortages.
- Verify whether ordered materials have been received.
- Follow up on pending quantities.
- Coordinate replacement of damaged or incorrect materials.
- Maintain records of partial and complete deliveries.

7. Quality & Specification Coordination

- Ensure purchased materials comply with approved specifications.
- Coordinate with Design, Production, and Quality teams for technical clarification.
- Obtain samples where required.
- Coordinate supplier replacement for rejected or non-conforming materials.
- Monitor recurring supplier quality issues.

8. Cost Control

- Negotiate competitive purchase prices.
- Compare alternative suppliers and materials.
- Identify cost-saving opportunities.
- Monitor price changes in major materials.
- Support value-engineering initiatives.
- Ensure purchases remain within approved budgets.

9. Vendor Performance

Evaluate suppliers based on:

- Quality
- Price
- Delivery reliability
- Lead time
- Response time
- Replacement support
- Payment/commercial terms





Maintain supplier performance records and recommend corrective action where required.

10. Documentation & Records

Maintain:

- Purchase Requisitions
- RFQs
- Quotations
- Comparative Statements
- Purchase Orders
- Supplier confirmations
- Delivery schedules
- Supplier correspondence
- Rejection/replacement records
- Vendor performance records

Ensure all purchase transactions are properly updated in ERP/MIS.

11. Payment & Invoice Coordination

- Coordinate with Accounts regarding supplier invoices.
- Verify PO, delivery documents, and received quantities.
- Resolve quantity or price discrepancies.
- Support timely processing of supplier payments.
- Track advances or pending commercial issues where applicable.

12. Inventory & Procurement Coordination

- Monitor stock levels of regularly consumed materials.
- Coordinate with BSR/Stores to identify low-stock and critical items.
- Avoid unnecessary overstocking.
- Support maintaining appropriate safety stock for critical materials.
- Coordinate procurement according to actual production requirements.

13. Emergency & Urgent Procurement

- Handle urgent material requirements affecting production or site delivery.
- Identify alternative suppliers where necessary.
- Expedite critical purchases.
- Coordinate rapid delivery while maintaining quality and commercial controls.

Key KPIs

A Purchase Executive can be evaluated on:

- On-time material delivery %
- Purchase cost savings
- Supplier lead-time adherence
- Material quality/rejection %
- Purchase order accuracy
- Supplier response time
- Number of production delays due to procurement
- Emergency purchase frequency
- Supplier performance
- Inventory availability
- Purchase documentation accuracy

Pay: ₹10,869.97 - ₹37,146.90 per month

Work Location: In person

📌 Purchase Executive (India)
🏢 A-GLOBIA CREATIONS
📍 India