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 environment 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.

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Procurement / Purchase Executive

Department: Purchase & Procurement

Designation: Procurement / Purchase Executive

Reporting To: Purchase Manager / Director

Location: Ahmedabad

Employment Type: Full-Time

1. 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.
1. 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.

1. 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.
1. 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.

1. Daily Responsibilities

The Procurement Executive should:
1. Check pending purchase requirements.
2. Review stock and upcoming requirements.
3. Obtain / compare supplier quotations.
4. Negotiate rates where required.
5. Prepare approved Purchase Orders.
6. Follow up on pending POs.
7. Track supplier dispatches.
8. Coordinate with Warehouse regarding incoming materials.
9. Update the Purchase Register.
10. Report critical delays, shortages or price changes to the reporting manager.

11. 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.

1. 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

1. 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.
1. 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.
1. 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

1. Required Skills

* Strong 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.
1. Ideal Candidate

The ideal candidate should be:
- Commercially aware
- Proactive and responsible
- Strong 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 solid 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