Company Description MEGH OVERSEAS PRIVATE LIMITED is a growing company headquartered at A-43, Aditya Residency near Swagat Greenvilla in Thaltej, Ahmedabad, Gujarat, India. Located in a well-connected area of Ahmedabad, the organization operates within a dynamic business setting that supports expansion and long-term partnerships. Team members work closely with management and suppliers, contributing directly to the company’s operational efficiency and cost effectiveness.

The company values reliability, professionalism, and strong vendor relationships to support sustainable business growth.

Procurement / Purchase Executive

Department: Purchase & Procurement

Designation: Procurement / Purchase Executive

Reporting To: Purchase Manager / Director

Location: Ahmedabad

Employment Type: Full-Time

- Job Purpose The Procurement / Purchase Executive will be responsible for managing the company’s complete purchase and procurement activities, ensuring the right product, right quality, right quantity, right price and right time.

The role requires close coordination with suppliers, production, warehouse, quality control, accounts, logistics and export operations to ensure uninterrupted availability of materials and products.
- Key Responsibilities

A. Purchase & Procurement

Handle day-to-day procurement of food products, grocery items, packaging materials and other required materials.

Identify and evaluate suitable suppliers and manufacturers.

Obtain quotations from multiple suppliers and negotiate prices, payment terms, MOQ, delivery timelines and other commercial terms.

Prepare and process Purchase Orders (POs) after receiving approved purchase requirements.

Ensure purchases are made within approved budgets and commercial terms.

Follow up with suppliers for timely delivery.

Maintain proper records of all purchase orders and supplier communications.

Develop alternate suppliers for critical products to reduce supply-chain dependency.

B. Supplier Management

Identify new suppliers and maintain a reliable supplier database.

Compare supplier quotations and prepare comparative statements.

Negotiate with suppliers for better pricing, quality, payment terms and delivery schedules.

Monitor supplier performance regarding

Price

Quality

Quantity

Delivery

Packaging

Documentation

Responsiveness

Maintain professional and long-term relationships with approved suppliers.

Escalate recurring supplier issues to the Purchase Manager / Management.

C. Purchase Planning & Inventory Coordination

Coordinate with the Warehouse and Operations teams to understand stock requirements.

Review stock levels and pending purchase requirements.

Plan procurement based on current stock, sales orders, export requirements and expected demand.

Avoid both stock-outs and unnecessary excess inventory.

Monitor minimum and maximum stock levels for regularly purchased items.

Coordinate urgent purchases whenever required for export shipments.

D. Quality & Product Compliance

Coordinate with suppliers to ensure products meet approved specifications.

Verify product specifications, pack size, quantity, batch details, shelf life and packaging requirements.

Coordinate with QC / Warehouse teams for quality inspection of received goods.

Ensure rejected or non-conforming materials are reported to the supplier and replacement / corrective action is followed up.

Ensure products have adequate remaining shelf life as per company/export requirements.

E. Purchase Order & Documentation Control

Maintain complete records of

Purchase Requisition / Purchase Requirement

Supplier Quotations

Comparative Statements

Purchase Orders

Supplier Invoices





Delivery Challans

Goods Receipt / GRN

Quality Inspection Records

Rejection / Replacement Records

Supplier Payment Status

Pending Purchase Orders

Ensure every purchase transaction has proper documentation and approval.

F. Coordination With Accounts

Submit purchase invoices and supporting documents to Accounts on time.

Coordinate for supplier ledger reconciliation.

Follow up on payment status where required.

Verify purchase rates, quantities and tax details against the Purchase Order and supplier invoice.

Highlight any mismatch in price, quantity, GST or other commercial terms before processing.

G. Logistics & Warehouse Coordination

Coordinate supplier dispatch schedules with the Warehouse / Logistics team.

Ensure materials reach the designated warehouse on time.

Track pending deliveries and delayed shipments.

Verify received quantity against PO and delivery documents.

Coordinate GRN and discrepancy reporting.

Immediately report shortages, damages or incorrect materials.

- Commercial & Cost Control The Procurement Executive should continuously work toward reducing the company’s procurement cost without compromising quality.

Responsibilities include

Supplier price comparison

Rate negotiation

Bulk purchase negotiation

Annual / long-term rate negotiation

Freight and transportation cost comparison

MOQ optimization

Payment-term negotiation

Alternate supplier development

Identification of cost-saving opportunities

Any significant price variation should be highlighted to management before purchase confirmation.

- Export-Specific Procurement Responsibilities For export-oriented purchases, the employee must ensure that procurement is aligned with export requirements.

This includes

Procuring products according to buyer/export specifications.

Checking pack sizes and labeling requirements.

Ensuring required shelf life.

Coordinating batch and manufacturing details.

Supporting export documentation requirements.

Coordinating with Export Operations and Warehouse teams for shipment deadlines.

Ensuring required quantities are available before container loading.

Prioritising purchases according to confirmed export orders and shipment schedules.

- Daily Responsibilities The Procurement Executive should:
- Check pending purchase requirements.
- Review stock and upcoming requirements.
- Obtain / compare supplier quotations.
- Negotiate rates where required.
- Prepare approved Purchase Orders.
- Follow up on pending POs.
- Track supplier dispatches.
- Coordinate with Warehouse regarding incoming materials.
- Update the Purchase Register.
- Report critical delays, shortages or price changes to the reporting manager.
- Weekly Responsibilities

Review all open Purchase Orders.

Prepare a supplier-wise pending PO report.

Review delayed deliveries.

Review major price changes.

Identify alternative suppliers.

Review procurement requirements for upcoming export orders.

Review slow-moving / excess procurement with management.

Submit a weekly procurement performance report.

- Key Reports & Registers The employee shall maintain:

Purchase Order Register

Supplier Master

Supplier Quotation Register

Comparative Statement

Pending PO Report

Purchase Rate Comparison

Supplier Performance Report





Purchase Requirement Tracker

Goods Receipt / GRN Tracker

Rejection & Replacement Register

Outstanding Purchase Report

Procurement Cost-Saving Report

- Maker–Checker Responsibility The Procurement Executive will act as the Maker for purchase transactions.

The employee must

Prepare purchase requirements / POs accurately.

Attach supporting quotations wherever required.

Ensure approved rates and commercial terms are followed.

Obtain required authorization before placing orders.

Maintain complete documentation.

No unauthorized purchase commitment should be made on behalf of the company.

- Coordination With Other Departments The Procurement Executive will work closely with:

Sales / Export Sales

To understand confirmed orders and future requirements.

Export Operations

To ensure products are available according to shipment schedules.

Warehouse

For stock availability, GRN, shortages and incoming material.

Production

For production-related raw material and packaging requirements.

Quality Control

For product specifications and quality approvals.

Accounts

For invoices, GST, supplier reconciliation and payments.

Logistics

For supplier dispatch and transportation coordination.

Management

For major purchases, supplier selection, price approvals and strategic procurement decisions.
- Key Performance Indicators (KPIs)

Performance will be evaluated based on:

Purchase cost savings

Supplier negotiation effectiveness

On-time delivery percentage

Purchase order accuracy

Stock-out incidents

Excess / unnecessary inventory

Supplier quality performance

PO closure efficiency

Purchase documentation accuracy

Supplier development

Response time to internal purchase requirements

Compliance with company approval procedures

- Required Skills

Solid negotiation skills

Good communication skills

Vendor management

Purchase planning

Cost comparison and analysis

Excel / Google Sheets proficiency

Purchase Order preparation

Basic GST and invoice understanding

Inventory awareness

Follow-up and coordination skills

Problem-solving ability

Attention to detail

Preferred

Experience in food, FMCG, trading, manufacturing, packaging or export procurement will be an advantage.

- Ideal Candidate The ideal candidate should be:

Commercially aware

Proactive and responsible

Solid in supplier follow-up

Comfortable negotiating with vendors

Detail-oriented

Good with Excel and documentation

Able to work under shipment deadlines

Capable of independently handling day-to-day procurement

Honest and transparent in supplier dealings

Strong in interdepartmental coordination

Core Principle

Right Product + Right Quality + Right Quantity + Right Price + Right Time = Effective Procurement

Qualifications

- Candidates should possess strong knowledge of purchasing processes, including vendor evaluation and procurement workflows.
- Candidates should possess experience in handling purchase orders and basic purchase management activities.
- Candidates should possess solid analytical skills for cost comparison, data-based decision-making, and inventory monitoring.
- Candidates should possess clear and professional communication skills for effective interaction with suppliers and internal stakeholders.
- Relevant qualifications such as a diploma or degree in Supply Chain Management, Business Administration, or a related field are beneficial.
- Prior experience in procurement, sourcing, or supply chain operations is preferred.
- Proficiency with MS Excel and procurement or ERP software, along with strong attention to detail and organizational skills, will be advantageous.

📌 Procurement Executive (Ahmedabad)
🏢 MEGH OVERSEAS PRIVATE
📍 Ahmedabad