Purchase & Administration ManagerPosition Overview The Purchase and Administration Manager oversees the end-to-end procurement lifecycle, vendor management, inventory controls, and general administrative operations. This role ensures that all material sourcing, facilities management, and administrative workflows run efficiently, cost-effectively, and in alignment with company objectives and compliance standards.

Key Responsibilities1. Procurement & Purchasing Management

- Sourcing & Negotiation: Identify, evaluate, and negotiate with suppliers, manufacturers, and service providers to secure the best pricing, credit terms, and quality standards.
- Purchase Orders (POs): Manage the requisition-to-PO process, ensuring accurate specifications, timely approvals, and alignment with budget constraints.
- Inventory & Stock Control: Monitor stock levels for raw materials, packaging, and office/factory supplies to prevent stockouts or overstocking.
- Vendor Management: Maintain strong relationships with vendors, conduct performance evaluations, and manage alternative supplier pipelines to mitigate supply chain risks.
- Cost Optimization: Continuously analyze market trends and procurement costs to identify cost-saving opportunities without compromising quality.

2. Logistics & Supply Chain Coordination

- Dispatch & Shipment Tracking: Coordinate incoming raw material deliveries and outgoing finished goods shipments with logistics partners.
- Invoice Verification: Match purchase orders, goods received notes (GRNs), and supplier invoices prior to finance processing and payment.

3. Office & Facility Administration

- Facility Management: Oversee the maintenance and upkeep of office buildings, manufacturing/warehouse facilities, utilities, and safety equipment.
- Asset Management: Maintain an up-to-date asset register for company equipment, furniture, and IT hardware, ensuring proper maintenance schedules.
- Vendor & Facility Contracts: Manage annual maintenance contracts (AMCs) for housekeeping, security, pest control, IT infrastructure, and office equipment.




- Office Supplies & Procurement: Oversee the inventory and reordering of general administrative supplies, pantry items, and safety gear.

4. Compliance, Documentation & Reporting

- Regulatory Compliance: Ensure all purchases and administrative operations comply with local labor laws, safety codes, and tax/statutory regulations (e.g., GST, local municipal norms).
- Documentation: Maintain accurate, audit-ready records of all vendor contracts, purchase agreements, and administrative logs.
- Management Reporting: Prepare monthly or quarterly procurement spend reports, budget variance analyses, and administrative performance metrics for senior management.

Required Qualifications & Skills

- Education: Bachelor’s degree in Business Administration, Supply Chain Management, Commerce, or a related field. (An MBA or relevant certification in procurement/logistics is a solid plus).
- Experience: Minimum of 4 to 7 years of proven experience in a dual purchase/procurement and administrative management role, ideally within a manufacturing, industrial, or corporate environment.
- Technical Skills:
- Proficiency in ERP systems, inventory management software, and MS Office Suite (especially advanced Excel).
- Strong contract negotiation and analytical skills.
- Soft Skills:
- Exceptional verbal and written communication abilities.
- High level of integrity, problem-solving aptitude, and multi-tasking capabilities.
- Strong vendor relationship management and conflict-resolution skills.

Key Performance Indicators (KPIs)

- Cost Savings: Percentage of cost reduction achieved through strategic sourcing and supplier negotiation.
- Order Fulfillment Rate: Timely delivery of requested materials and supplies to internal departments or production lines.
- Budget Adherence: Maintaining departmental and procurement spend within allocated budgets.
- Vendor Performance: On-time delivery and quality compliance rates of suppliers.
- Operational Efficiency: Smooth, uninterrupted functioning of office facilities and administrative workflows.

Pay: ₹15,000.00 - ₹25,000.00 per month

Benefits

- Provident Fund

Work Location: In person

📌 Purchase Administrator (Khandwa)
🏢 SHAKUMBHRI HERBAL PRIVATE
📍 Khandwa