Key Responsibilities ASST. MANAGER - PROCUREMENT

A. Purchase Planning & Procurement

- Review purchase requirements received from Production, Stores, R&D;, Administration and other departments.
- Prepare and maintain purchase plans based on production requirements and inventory levels.
- Source and procure:
- Cosmetic raw materials
- Fragrance and essential ingredients
- Packaging materials
- Bottles, tubes, jars, caps, pumps, etc.
- Cartons, labels and printed materials
- Chemicals and consumables
- Production and maintenance items
- Office and general consumables

- Ensure materials are purchased as per approved specifications and required timelines.
- Follow up continuously with vendors to ensure timely delivery.

B. Vendor Management

- Identify, evaluate and develop new suppliers.
- Maintain an approved vendor list.
- Obtain quotations from multiple suppliers and conduct price comparisons.
- Negotiate prices, payment terms, credit periods, MOQ, lead time and other commercial terms.
- Develop alternate vendors for critical raw materials and packaging materials.
- Monitor vendor performance regarding quality, price, delivery and service.
- Maintain healthy and qualified relationships with suppliers.

C. Cost Control & Negotiation

- Negotiate the best possible purchase prices without compromising quality.
- Conduct regular price benchmarking for major raw materials and packaging materials.
- Identify opportunities for cost reduction through:
- Alternate suppliers
- Bulk purchasing
- Annual rate contracts
- MOQ optimization
- Better payment terms
- Local sourcing

- Track major price fluctuations and inform management in advance.
- Maintain purchase price comparison records.

D. Purchase Order Management

- Prepare Purchase Orders as per approved requirements.
- Ensure PO contains correct:
- Product specifications
- Quantity
- Price
- GST
- Delivery terms
- Payment terms
- Delivery date
- Quality requirements

- Obtain necessary approvals before releasing POs.
- Track open POs and pending deliveries.




- Follow up with vendors until material is received and accepted by Stores/Quality.

E. Inventory & Stores Coordination

- Coordinate closely with the Stores department to monitor stock levels.
- Ensure adequate availability of critical materials for production.
- Monitor minimum, maximum and reorder levels.
- Avoid stock-outs as well as unnecessary overstocking.
- Review slow-moving and non-moving inventory with Stores and Finance.
- Assist in optimizing inventory and working capital.
- Coordinate physical verification and reconciliation of purchase-related inventory wherever required.

F. Quality Coordination

- Coordinate with the Quality/R&D; team for approval of current vendors and materials.
- Ensure materials are purchased according to approved specifications.
- Follow up with suppliers regarding rejected or substandard materials.
- Coordinate replacement/return of rejected materials.
- Maintain records of supplier quality issues and corrective actions.

G. Documentation & MIS

Maintain proper records of:

- Purchase Orders
- Supplier quotations
- Comparative statements
- Vendor master
- Purchase price history
- Delivery schedules
- Pending purchase orders
- Vendor performance
- Material rejection/return
- Payment terms
- Purchase-related MIS

Prepare regular reports covering:

- Total purchases
- Purchase vs. budget
- Pending orders
- Material shortages
- Vendor-wise purchases
- Price variations
- Cost savings
- Outstanding supplier commitments
- Critical material status

3. Coordination with Accounts & Finance

- Coordinate with Accounts for vendor invoice processing.
- Verify PO, GRN and invoice matching wherever applicable.
- Resolve discrepancies relating to quantity, price, GST or other commercial terms.




- Coordinate with Accounts regarding vendor payment schedules.
- Negotiate suitable credit terms with suppliers wherever possible.
- Support Finance in managing working capital through better procurement and payment terms.

4. New Vendor Development

- Continuously search for reliable and competitive suppliers.
- Develop alternative suppliers for critical materials.
- Obtain samples and technical documents from new suppliers.
- Coordinate trials with R&D;/Quality/Production.
- Conduct vendor evaluation based on quality, price, delivery and service.
- Maintain proper documentation for vendor approval.

5. Compliance & Controls

- Follow the company's purchase approval process.
- Ensure purchases are made only against authorized requirements.
- Maintain proper documentation and audit trails.
- Avoid unauthorized purchases and duplicate orders.
- Ensure segregation of vendor selection, purchase approval and payment processes.
- Support internal/statutory audits by providing purchase-related records.

6. Qualification & Experience

Qualification:

- Graduate in any discipline.
- Diploma/Degree in Supply Chain Management, Procurement, Materials Management or related field will be an advantage.

Experience:

- 4–7 years of experience in Purchase/Procurement.
- Experience in cosmetics, personal care, FMCG, chemicals, pharmaceuticals or manufacturing will be preferred.

Candidates should preferably have experience in purchasing both raw materials and packaging materials.

8. Required Skills

- Strong negotiation skills.
- Vendor development and management.
- Knowledge of raw materials and packaging procurement.
- Good understanding of purchase processes.
- Strong Excel skills.
- ERP/software knowledge.
- Analytical and cost-conscious approach.
- Good communication and follow-up skills.
- Strong coordination with Production and Stores.
- Ability to work under pressure and meet production deadlines.
- Good understanding of inventory management.

Perks and benefits

Provident fund

📌 ASST. Manager - Procurement (Gurugram)
🏢 Frill Hospitality
📍 Gurugram