Key Responsibilities

1.

Purchase

Planning &

- Coordination

- Assist the Purchase Manager in planning and executing day-to-day procurement requirements.

- Collect and consolidate purchase requirements from relevant departments, branches and Head Office.

- Monitor pending requirements and ensure timely procurement.

- Coordinate with Stores, Inventory, Accounts, Operations, Administration and other concerned departments.

- Follow up on urgent and critical procurement requirements to avoid operational disruptions.

- Maintain a systematic purchase requirement and pending-order tracker.

2.

Purchase

Orders &

- Documentation

- Prepare Purchase Orders based on approved requirements and quotations.

- Ensure purchase orders clearly mention specifications as per the preapproved format and other applicable conditions.

- Obtain necessary approvals before releasing purchase orders.

- Share approved Purchase Orders with vendors and obtain acknowledgement.

- Maintain proper records of quotations, comparative statements, approvals, purchase orders and vendor correspondence.

- Ensure purchase documentation is complete and readily available for audit and reference.

- Share issued PO with Accounts, Inventory and relevant department as per the applicable SOP

3. Delivery &

- Order Follow-Up

- Monitor all open Purchase Orders until complete delivery and closure.

- Maintain an Open PO / Pending Delivery Tracker.

- Regularly follow up with vendors for committed delivery dates.

- Coordinate with Stores/Inwards for receipt of materials.

- Track short supply, excess supply, damaged material or incorrect specifications.

- Coordinate with vendors for replacement, correction or pending quantities.

- Escalate critical delivery delays to the Purchase Manager.

4. Quality &





- Specification Coordination

- Ensure purchased materials conform to approved specifications and requirements.

- Coordinate with the concerned department regarding samples, specifications and quality requirements before finalising purchases.

- Communicate quality complaints to vendors following appropriate channel and coordinate corrective action.

- Assist in evaluating vendor performance based on quality, pricing, delivery and service.

5. Invoice &

- Accounts Coordination

- Coordinate with Accounts for purchase invoices, debit note / credit note, supporting documents and payment-related queries.

- Assist in resolving discrepancies between Purchase Orders, received quantities and vendor invoices.

- Follow up with vendors regarding pending invoices, credit notes, debit notes and other required documents.

- Ensure purchase records are properly matched with relevant supporting documents.

6. Inventory &

- Stock Coordination

- Coordinate with Stores/Inventory teams to understand material requirements and availability.

- Avoid unnecessary or duplicate procurement.

- Monitor frequently consumed items and assist in maintaining appropriate stock levels.

- Highlight slow-moving, excess or critical stock requirements to the Purchase Manager.

- Support procurement planning based on consumption and operational requirements.

7.

Vendor Performance

Monitoring





- Maintain records of vendor performance.

- Track vendor-wise pricing, quality, delivery timelines and service issues.

- Assist the Purchase Manager in periodic vendor evaluation.

- Report recurring vendor issues and recommend corrective action to Purchase Manager.

- Support development of alternate vendor sources to reduce dependency on a single supplier.

8. Purchase MIS &

- Reporting

- Prepare regular reports relating to:

- Pending Purchase Orders

- Pending deliveries

- Vendor-wise purchases

- Purchase value

- Price comparisons

- Cost savings

- Vendor performance

- Delayed supplies

- Material shortages

- Maintain accurate purchase data and records.

- Provide timely updates to the Purchase Manager and management as required.

9.

Internal

Coordination

- Coordinate with all concerned departments to understand their procurement requirements.

- Ensure proper communication of specifications and delivery requirements to vendors.

- Resolve routine purchase-related issues independently wherever authorised.

- Ensure no purchase requirement remains unattended due to lack of follow-up or communication.

10. Compliance &

- Process Discipline

- Follow the organisation's approved purchase policies, approval matrix and procurement procedures.

- Ensure purchases are made only against authorised requirements.

- Maintain confidentiality of vendor rates, commercial terms and company purchase information.

- Ensure proper documentation and audit trail for all procurement activities.

- Report any suspected irregularity, unauthorised purchase, conflict of interest or commercial discrepancy to the Purchase Manager/Management.

Pay: ₹30,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Assistant Purchase Manager (Mumbai)
🏢 Silbells(Ornament Creations
📍 Mumbai