Purchase Executive

- Source and purchase all event-related materials as per requirement.
- Coordinate with vendors, suppliers, and local markets for timely procurement.
- Negotiate prices, payment terms, and delivery schedules.
- Raise and process purchase orders, quotations, bills, and payment follow-ups.
- Maintain vendor relationships and conduct market research for new vendors.
- Coordinate with the Production and Operations team for requirement planning.
- Handle urgent/last-minute purchases during live events.
- Maintain inventory and purchase records.
- Ensure quality check of materials before use in events.
- Maintain own two-wheeler with a valid driving license for local vendor visits.

3.2 Event Production / Operations Team

- Share material requirements with sufficient lead time, specifying quantity, quality, and event date.
- Communicate any last-minute or urgent requirements immediately to the Purchase Executive.
- Confirm receipt and satisfactory quality of delivered materials.

3.3 Accounts Department

- Process vendor payments as per approved purchase orders and agreed terms.
- Maintain records of bills, payments, and outstanding dues.

4. Procurement Process Flow

4.1 Requirement Identification

1. Production/Design team shares the material requirement list (item, quantity, specification, event date) with the Purchase Executive.

2. For recurring events, cross-check requirement against existing inventory before initiating a new purchase.

3. Confirm the requirement, quantity, and required delivery date before proceeding to sourcing.

4.2 Vendor Sourcing and Quotation

1. Identify vendors from the approved vendor list; for new items, source at least two to three vendors from the local market for comparison.

2. Collect quotations covering price, quality, delivery timeline, and payment terms.

3. Conduct market research periodically to identify new vendors and better pricing options.

4.3 Negotiation and Approval

1.



Negotiate price, payment terms, and delivery schedule with the shortlisted vendor(s) to ensure cost efficiency.

2. Obtain approval from Operations/Management for purchases above the authorised limit set by the company, or for any new vendor engagement.

3. For routine and low-value purchases within the authorised limit, the Purchase Executive may proceed directly.

4.4 Purchase Order and Documentation

1. Raise a purchase order (PO) or confirm the order with the vendor, specifying item, quantity, price, delivery date, and payment terms.

2. Maintain a copy of the quotation, PO, and vendor bill for every purchase.

3. Update the purchase record/register with all order details.

4.5 Delivery and Quality Check

1. Coordinate delivery timelines with the vendor to ensure materials arrive as per the event schedule.

2. Inspect materials on receipt for quality, quantity, and specification match before acceptance.

3. Reject and arrange replacement of any substandard or mismatched material immediately, allowing sufficient buffer time before the event.

4. Hand over accepted materials to the Production/Design team with acknowledgement.

4.6 Urgent / On-Ground Purchases During Events

1. For urgent requirements raised during live events, prioritise the nearest reliable vendor to minimise delay.

2. Use own two-wheeler for immediate local procurement runs.

3. Inform Operations/Management of urgent purchases at the earliest opportunity, even if made without prior approval, and regularise documentation (bill/quotation) within 24 hours.

4.7 Payment Follow-Up

1. Submit vendor bills to the Accounts department along with the corresponding PO/quotation for payment processing.

2. Follow up with vendors and Accounts to ensure payments are made as per agreed terms.

3. Maintain a record of pending and completed payments for all vendors.

Pay: ₹20,880.46 - ₹30,191.79 per month

Perks:

- Cell phone reimbursement

Work Location: In person

📌 Purchase Executive (India)
🏢 Doon Decors & Exhibition
📍 India