The Purchase Manager will be responsible for managing and controlling the organization’s complete procurement activities, ensuring the timely availability of materials, spare parts, equipment, services, and other requirements at the right quality and competitive cost. The role involves vendor management, purchase planning, quotation analysis, negotiation, purchase order management, coordination with Stores, Finance and Operations, and ensuring compliance with the organization’s procurement procedures.

Key Duties & Responsibilities1. Purchase Planning & Procurement

- Manage the complete procurement process from purchase requirement/MR to delivery of materials.
- Review and verify purchase requirements received from different departments and project sites.
- Plan purchases based on operational requirements, stock levels, lead time, and urgency.
- Ensure timely procurement of materials, spare parts, consumables, equipment, and services.
- Prioritize critical purchases to avoid operational delays.

2. Vendor Management

- Identify, evaluate, and develop reliable vendors and suppliers.
- Maintain an updated vendor database with pricing, quality, lead time, payment terms, and performance details.
- Obtain quotations from suitable vendors and compare commercial and technical specifications.
- Monitor vendor performance in terms of quality, delivery, pricing, and service.
- Develop alternative vendors for critical and frequently required materials.

3. Quotation & Cost Analysis

- Collect and analyze quotations from multiple suppliers wherever applicable.
- Prepare comparative statements for management approval.
- Negotiate prices, payment terms, delivery schedules, warranties, and other commercial conditions.
- Identify opportunities for cost savings without compromising quality or operational requirements.
- Monitor market prices for regularly purchased materials and items.

4. Purchase Order Management

- Prepare and process Purchase Orders based on approved requirements and management authorization.
- Ensure POs contain accurate specifications, quantities, prices, delivery terms, payment terms, and other relevant conditions.
- Follow up with vendors to ensure timely delivery against POs.
- Monitor open and pending POs and take necessary action for closure.
- Ensure purchases are made only through approved procurement procedures.

5. Material Availability & Follow-up





- Closely monitor pending purchase requirements and expected delivery dates.
- Coordinate with vendors regarding dispatch and delivery schedules.
- Escalate delays that may affect project or operational activities.
- Ensure critical materials are available within the required timeline.
- Maintain proper records of pending purchases and expected deliveries.

6. Stores & GRN Coordination

- Coordinate closely with the Stores Team regarding material receipt and availability.
- Follow up on pending GRNs and ensure timely completion of the GRN process.
- Resolve discrepancies related to quantity, quality, specifications, or delivery.
- Ensure proper communication between Purchase, Stores, Accounts, and the concerned departments.
- Monitor material receipt against Purchase Orders.

7. Purchase Documentation & Records

- Maintain complete and accurate purchase records, including MRs, quotations, comparative statements, approvals, POs, delivery details, and vendor communications.
- Ensure all purchase-related documents are properly filed and available for audit.
- Maintain purchase trackers and vendor-wise records.
- Ensure proper documentation for emergency and urgent purchases.

8. Purchase MIS & Reporting

- Prepare and submit daily/weekly/monthly purchase MIS reports to management.
- Report purchase status, pending requirements, delayed deliveries, critical items, and procurement issues.
- Maintain a tracker for pending MRs, POs, deliveries, and GRNs.
- Provide management with regular updates on purchase activities and critical procurement matters.

9. Coordination with Departments

- Coordinate with Operations, Projects, Mechanical, Stores, Finance, Accounts, HR, and other departments for procurement requirements.
- Understand technical and operational requirements before finalizing purchases.
- Coordinate with the concerned technical team for specifications and material approval.
- Ensure proper communication regarding purchase status and expected delivery dates.

10. Technical & Quality Coordination





- Coordinate with technical departments to understand specifications and quality requirements.
- Ensure materials purchased meet the required technical specifications and quality standards.
- Coordinate with suppliers in case of defective, incorrect, or substandard materials.
- Arrange replacement, return, or corrective action wherever required.

11. Cost Control & Budget Management

- Monitor procurement costs and identify areas for cost optimization.
- Negotiate competitive rates and favorable commercial terms.
- Monitor price variations and maintain records of major price changes.
- Avoid unnecessary purchases and duplicate procurement.
- Support management in developing procurement budgets and cost-saving initiatives.

12. Emergency & Critical Purchases

- Handle urgent purchase requirements without compromising the established approval process.
- Coordinate with the concerned department and management for emergency procurement.
- Ensure proper documentation and justification for emergency purchases.
- Follow up on urgent requirements until the material is received and the issue is closed.

13. Vendor Performance & Evaluation

- Regularly evaluate suppliers based on:
- Quality
- Price
- Delivery time
- Product availability
- Service support
- Payment terms
- Maintain vendor performance records.
- Report consistently underperforming vendors to management.
- Recommend suitable vendors for approval based on performance and business requirements.

14. Audit & Compliance

- Assist the Audit Team in verifying purchase records, quotations, comparative statements, POs, invoices, GRNs, and vendor documents.
- Ensure procurement activities comply with company policies and approval procedures.
- Provide required documents and explanations during internal audits.
- Identify procurement discrepancies and coordinate corrective actions.
- Ensure proper documentation and traceability of all purchase transactions.

15. Team Management

- Supervise and guide the Purchase Team in their day-to-day activities.
- Allocate purchase responsibilities and monitor task completion.
- Review the team's pending purchase requirements and follow-ups.
- Ensure timely submission of purchase MIS and reports.
- Train team members on procurement procedures, documentation, and vendor coordination.

Perks:

- Commuter assistance
- Food provided
- Paid sick time

Work Location: In person

📌 Purchase Manager (Kalady)
🏢 Marysadan Projects
📍 Kalady