– PURCHASE EXECUTIVE

Department: Purchase / Procurement

Designation: Purchase Executive

Reporting To: Purchase Manager / Operations Head / Management

Location: Chennai

Employment Type: Full Time

Job Summary The Purchase Executive will be responsible for procurement of materials, components, equipment and services required for manufacturing, cleanroom projects, HVAC works and day-to-day company operations.

The position requires effective vendor development, quotation comparison, price negotiation, purchase order processing, delivery follow-up and coordination with Stores, Projects, Production, Accounts and Engineering teams.

Key Responsibilities

1. Procurement & Purchase

- Receive and review Purchase Requisitions (PR) from concerned departments.
- Obtain quotations from approved and new vendors.
- Prepare comparative statements based on price, specification, delivery period, payment terms and commercial conditions.
- Negotiate with suppliers for competitive pricing, delivery schedule and payment terms.
- Prepare and issue Purchase Orders (PO) after obtaining required approval.
- Ensure purchased materials comply with approved specifications, drawings, BOQ and project requirements.

2. Vendor Development & Management

- Identify and develop reliable suppliers for existing and new requirements.
- Maintain an Approved Vendor List and vendor database.
- Obtain technical and commercial details from suppliers.
- Evaluate vendors based on quality, price, delivery performance and service.
- Develop alternate vendors for critical materials to minimize procurement risk.
- Maintain professional relationships with suppliers.

3. Material Procurement Handle procurement of materials related to:

- GI, SS304 and SS316 sheets
- Aluminium profiles and sections
- PUF/PIR cleanroom panels and accessories
- Cleanroom doors, windows and coving
- AHU and HVAC components
- Fans, motors, blowers and filters
- HEPA and pre-filters
- Electrical panels and control components
- Cables, switches, sensors and instrumentation
- Fabrication and sheet-metal components
- Hardware and fasteners
- Cleanroom equipment components
- Bought-out items
- Packing materials
- Project/site consumables
- General engineering and office requirements

4.



Purchase Order Management

- Prepare Purchase Orders with correct material description, quantity, specification, rate, GST, HSN/SAC where applicable, delivery schedule and payment terms.
- Obtain approval before releasing Purchase Orders.
- Send approved PO to suppliers and obtain order acknowledgement.
- Maintain proper PO records and track open Purchase Orders.
- Process PO amendments whenever required.

5. Delivery Follow-Up

- Follow up continuously with suppliers for timely delivery.
- Maintain material delivery schedules based on project and production priorities.
- Coordinate transportation and dispatch wherever required.
- Immediately highlight expected delays to the concerned department.
- Give priority to critical materials affecting production or project completion.

6. Coordination with Stores & Quality

- Coordinate with Stores for receipt of purchased materials.
- Verify PO quantity against received quantity.
- Coordinate inspection of incoming materials with the concerned technical/quality team.
- Follow up with suppliers for replacement of rejected, damaged or incorrect materials.
- Ensure shortages and discrepancies are closed promptly.

7. Invoice & Payment Coordination

- Verify supplier invoices against PO and material receipt details.
- Coordinate with Accounts for invoice processing.
- Track supplier payment terms and due dates.
- Resolve discrepancies related to price, quantity, GST, freight and other commercial terms.
- Maintain records of advances and pending supplier payments where applicable.

Documentation & MIS

Maintain proper records of

- Purchase Requisitions
- Request for Quotations
- Vendor Quotations
- Comparative Statements
- Purchase Orders
- PO Amendments
- Delivery Follow-up
- Material Receipt / GRN
- Supplier Invoices
- Vendor Evaluation
- Approved Vendor List
- Pending Purchase Orders





Prepare weekly/monthly reports covering pending purchases, overdue materials, cost savings, vendor performance and critical procurement status.

Required Qualifications

Education: Diploma / B.E. / B.Tech in Mechanical, Electrical or related engineering discipline; alternatively, any graduate with relevant industrial procurement experience.

Experience: 2–5 years in purchasing/procurement, preferably in HVAC, cleanroom, engineering, manufacturing, fabrication, pharmaceutical equipment or project-based industries.

Required Skills

- Strong vendor negotiation skills
- Good knowledge of engineering materials and components
- Ability to read basic technical specifications, BOQ and drawings
- Knowledge of GST, HSN codes and basic commercial terms
- Positive communication and supplier follow-up skills
- Strong working knowledge of MS Excel and MS Office
- ERP/Tally purchase module knowledge is an advantage
- Ability to prepare quotation comparison statements
- Good documentation and record-maintenance skills
- Ability to handle multiple purchase requirements simultaneously
- Strong coordination and problem-solving ability

Key Performance Indicators (KPI) Performance may be measured based on:

- On-time material availability
- Purchase cost savings
- Reduction in procurement lead time
- Number of alternate vendors developed
- Supplier delivery performance
- Material rejection/replacement closure time
- Purchase Order accuracy
- Reduction in emergency purchases
- Pending PO closure
- Documentation and procurement process compliance

Preferred Candidate Profile The candidate should be proactive, commercially aware and capable of independently handling procurement from Purchase Requisition → RFQ → Quotation Comparison → Negotiation → PO → Delivery Follow-up → Material Receipt → Invoice Coordination. Preference may be given to candidates with procurement experience in Cleanroom, HVAC, Pharmaceutical Equipment, Sheet Metal Fabrication, Electrical Panels, Engineering Projects or Industrial Equipment Manufacturing.

Pay: ₹18,000.00 - ₹25,000.00 per month

Advantages

- Cell phone reimbursement
- Provident Fund

Work Location: In person

📌 HVAC Engineer (Porur)
🏢 Aeromech Equipments Private
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