Key Responsibilities

Purchase & Material Ordering

- Coordinate with suppliers and vendors over the phone for material requirements.
- Place material orders based on approved requirements.
- Follow up with suppliers regarding order confirmation, availability, pricing, and delivery schedules.
- Track pending orders and ensure materials are received on time.
- Escalate delays, shortages, or discrepancies to the concerned person.

Material Receiving

- Receive incoming materials and verify them against the purchase order/DC/invoice.
- Check the quantity, condition, and basic specifications of materials received.
- Identify shortages, damages, or incorrect materials and coordinate with suppliers for resolution.
- Ensure received materials are properly recorded and handed over to the concerned team/store.

Phone Coordination

- Coordinate with suppliers, vendors, stores, and internal teams through phone calls.
- Follow up regularly on pending orders, deliveries, replacements, and material requirements.
- Maintain clear communication and ensure timely updates to the concerned teams.

DC Preparation

- Prepare Delivery Challans (DCs) for material movement as required.
- Ensure the quantity and material details mentioned in the DC are accurate.
- Maintain records of issued and received DCs.
- Coordinate with stores/dispatch teams for material movement.

GRM / Material Receipt Entry

- Prepare and update GRM (Goods Receipt/Material Receipt) entries for materials received.
- Match received materials with the relevant purchase documents.




- Ensure all material receipts are entered accurately and on time.
- Report any mismatch between ordered, received, and documented quantities.

Data Entry & Documentation

- Perform daily data entry related to purchases, material receipts, orders, and inventory.
- Maintain accurate records of purchase orders, invoices, DCs, GRMs, and supplier details.
- Update pending-order and material-receipt trackers regularly.
- Maintain proper documentation for audit and accounting purposes.
- Support the Accounts and Purchase teams with required documents and data.

Required Skills

- Good telephone communication and follow-up skills.
- Basic knowledge of purchase and inventory processes.
- Valuable data-entry speed and accuracy.
- Working knowledge of MS Excel.
- Good attention to detail.
- Ability to maintain records and documentation systematically.
- Ability to coordinate with multiple vendors and internal teams.
- Basic understanding of invoices, DCs, purchase orders, and material receipts is preferred.
- Ability to work in a fast-paced environment and meet deadlines.

Qualifications

- Any graduate / diploma qualification.
- 1–3 years of experience in purchase, procurement, inventory, stores, or a similar role is preferred.

Key Performance Areas

- Timely placement and follow-up of material orders.
- Accuracy of material receiving and GRM entries.
- Accuracy and timely preparation of DCs.
- Timely completion of purchase and data-entry records.
- Effective vendor and internal coordination.
- Minimizing material shortages, delays, and documentation errors.

📌 Purchase Assistant (Chennai)
🏢 Amadora Icecream Gourmet Private
📍 Chennai