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

- Production/Design team shares the material requirement list (item, quantity, specification, event date) with the Purchase Executive.
- For recurring events, cross-check requirement against existing inventory before initiating a new purchase.
- Confirm the requirement, quantity, and required delivery date before proceeding to sourcing.

4.2 Vendor Sourcing and Quotation

- Identify vendors from the approved vendor list; for current items, source at least two to three vendors from the local market for comparison.
- Collect quotations covering price, quality, delivery timeline, and payment terms.
- Conduct market research periodically to identify new vendors and better pricing options.





4.3 Negotiation and Approval

- Negotiate price, payment terms, and delivery schedule with the shortlisted vendor(s) to ensure cost efficiency.
- Obtain approval from Operations/Management for purchases above the authorised limit set by the company, or for any new vendor engagement.
- For routine and low-value purchases within the authorised limit, the Purchase Executive may proceed directly.

4.4 Purchase Order and Documentation

- Raise a purchase order (PO) or confirm the order with the vendor, specifying item, quantity, price, delivery date, and payment terms.
- Maintain a copy of the quotation, PO, and vendor bill for every purchase.
- Update the purchase record/register with all order details.

4.5 Delivery and Quality Check

- Coordinate delivery timelines with the vendor to ensure materials arrive as per the event schedule.
- Inspect materials on receipt for quality, quantity, and specification match before acceptance.
- Reject and arrange replacement of any substandard or mismatched material immediately, allowing sufficient buffer time before the event.
- Hand over accepted materials to the Production/Design team with acknowledgement.

4.6 Urgent / On-Ground Purchases During Events

- For urgent requirements raised during live events, prioritise the nearest reliable vendor to minimise delay.
- Use own two-wheeler for immediate local procurement runs.
- 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

- Submit vendor bills to the Accounts department along with the corresponding PO/quotation for payment processing.
- Follow up with vendors and Accounts to ensure payments are made as per agreed terms.
- Maintain a record of pending and completed payments for all vendors.

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

Benefits

- Cell phone reimbursement

Work Location: In person

📌 Purchase Executive (Ranchi)
🏢 Doon Decors u0026 Exhibition
📍 Ranchi