POSITION OVERVIEW

The Purchase Officer is a procurement professional responsible for managing routine and standard procurement categories including construction materials, office supplies, furniture, stationery, and low-to-medium complexity services. This role executes operational procurement activities under the guidance and supervision of the Commercial Manager and Senior Purchase Officer, focusing on building foundational procurement expertise and contributing to team efficiency.

This position provides excellent learning opportunities to develop procurement skills including vendor sourcing, RFQ management, price negotiation, contract basics, ERP operations, and commercial documentation. The Purchase Officer will handle assigned categories end-to-end while receiving mentorship from senior team members and gradually taking on more complex responsibilities as capabilities develop.

2. KEY RESPONSIBILITIES2.1 Category Management - Routine Procurement

Assigned Categories (Standard, Low-Medium Complexity):

- Construction Materials: Cement, sand, aggregates, bricks, blocks, tiles, paints, hardware, plumbing materials, electrical materials (routine quantities)

- Office Supplies & Stationery: Papers, pens, files, printer consumables, office supplies

- Office Infrastructure: Furniture, fixtures, pantry supplies, housekeeping materials

- Facility Services: Housekeeping services, security services, pest control, AMCs for office equipment

- Low-Value Services: Courier services, transportation, catering services, printing services

- Site Consumables: Safety equipment, tools, temporary materials, site office supplies

2.2 PR Processing & Requirement Understanding

- Receive Purchase Requests from Department Heads for assigned categories

- Review PR for completeness including specifications, quantities, delivery requirements, and approvals

- Seek clarifications from requisitioning departments when specifications are unclear

- Verify budget codes and approval status before proceeding

- Discuss sourcing approach with Commercial Manager or Senior Purchase Officer

- Plan procurement timeline and communicate to stakeholders

2.3 Vendor Sourcing & RFQ Preparation

- Identify qualified vendors from approved vendor database for assigned categories

- Search for new vendors when required through market research, online directories, or references

- Prepare Request for Quotation (RFQ) documents using standard templates with clear specifications

- Circulate RFQs to minimum 3 vendors as per procurement policy

- Respond to vendor queries and provide clarifications

- Receive vendor quotations and maintain organized documentation

- Follow up with vendors for timely quote submissions

2.4 Quotation Analysis & Vendor Selection

- Prepare commercial comparison statements for received quotations

- Analyze prices, payment terms, delivery schedules, and warranties

- Coordinate technical evaluation with functional departments where applicable

- Identify L1, L2, L3 vendors and prepare recommendation summary

- Check vendor capability, past performance, and references

- Submit comparative analysis to Commercial Manager or Senior Purchase Officer for review and approval

- Incorporate feedback and finalize vendor selection recommendation

2.5 Price Negotiation & Finalization

- Conduct basic price negotiations with selected vendors for assigned categories

- Negotiate on standard parameters: price, payment terms, delivery schedule, packaging

- Learn advanced negotiation techniques from Senior Purchase Officer and Commercial Manager

- Involve senior team members for complex or high-value negotiations

- Document negotiation discussions and agreed commercial terms

- Obtain approval from Commercial Manager before finalizing terms

2.6 Purchase Order Processing

- Generate Purchase Orders in Highrise ERP with accurate vendor and item details

- Ensure correct item codes, descriptions, quantities, rates, taxes (GST), and delivery terms

- Link PO to corresponding PR in ERP for traceability

- Obtain necessary approvals as per authority matrix





- Release PO to vendor and obtain acknowledgment

- Update PO status in tracking sheets and ERP

- Follow up with vendors for order confirmation and delivery schedules

- Expedite deliveries when required and coordinate with receiving locations

2.7 Basic Contract Support

- Assist Senior Purchase Officer in preparing supply contracts and service agreements

- Use standard contract templates for routine procurements

- Fill in contract details including vendor information, scope, rates, delivery terms, payment terms, and penalties

- Submit draft contracts to Commercial Manager for review

- Coordinate contract execution including printing, signing, and documentation

- Upload executed contracts in digital repository

- Learn contract drafting skills through mentorship and hands-on experience

2.8 Vendor Coordination & Relationship

- Maintain regular communication with vendors in assigned categories

- Address routine vendor queries regarding POs, deliveries, and payments

- Coordinate delivery schedules and logistics with vendors and sites

- Track vendor performance on delivery and quality parameters

- Escalate vendor performance issues to Commercial Manager

- Support vendor onboarding by collecting registration documents (PAN, GST, bank details)

- Update vendor master data in ERP with current information

2.9 Invoice & Bill Processing

- Receive vendor invoices for assigned categories

- Verify invoice details against PO: vendor name, item details, quantities, rates, taxes

- Match invoices with delivery challans and Goods Receipt Notes (GRN)

- Check GST compliance: GSTIN, HSN codes, tax calculations

- Calculate TDS deductions as applicable

- Obtain technical acceptance from concerned functional head or site engineer

- Prepare payment recommendation with supporting documents

- Submit bills to Commercial Manager for approval

- Update bill status in ERP and communicate payment schedules to vendors

2.10 ERP Data Entry & Documentation

- Ensure accurate and timely data entry in Highrise ERP for all procurement transactions

- Maintain 100% PR-PO linkage as per compliance requirements

- Update vendor master with complete information and documentation

- Enter PO details, GRN data, and invoice information accurately

- Maintain organized physical and digital filing for all procurement documents including PRs, RFQs, quotations, comparison statements, POs, contracts, delivery challans, invoices, and payment approvals

- Create systematic folder structures for easy document retrieval

- Support audit requirements by providing organized documentation

2.11 Reporting & MIS

- Maintain procurement trackers for assigned categories showing PR status, PO status, delivery status, payment status

- Update daily/weekly status reports for pending PRs and POs

- Prepare basic spend analysis for assigned categories when requested

- Track vendor delivery performance and quality issues

- Contribute data for monthly procurement reports prepared by Commercial Manager

2.12 Learning & Professional Development

- Learn from Senior Purchase Officer and Commercial Manager through observation and mentorship

- Develop negotiation skills by participating in vendor discussions

- Build understanding of contract terms and commercial principles

- Enhance ERP proficiency through daily system usage

- Understand market dynamics, pricing trends, and vendor capabilities in assigned categories

- Gradually take on more complex categories and higher responsibility levels

- Participate in training programs and professional development opportunities

2.13 Compliance Support

- Follow Procurement Policy and organizational procedures diligently





- Ensure ethical conduct in all vendor interactions

- Verify GST registration of all vendors before processing orders

- Check invoice compliance with GST and TDS regulations

- Support audit activities by providing complete and organized documentation

3. KEY PERFORMANCE INDICATORS (KPIs)3.1 Procurement Efficiency

- PR to PO Cycle Time: Days from PR receipt to PO release (Target: <10 days for routine items)

- RFQ Response Rate: % of RFQs receiving minimum 3 quotations

- PO Accuracy: % of POs created without errors

3.2 Cost Performance

- Price Competitiveness: Savings achieved through quotation comparison

- Budget Adherence: % of purchases within approved budgets

3.3 Vendor Management

- Vendor Delivery Performance: % of on-time deliveries for assigned categories

- Vendor Query Response: Timeliness in addressing vendor questions

3.4 Documentation & Compliance

- ERP Compliance: 100% PR-PO linkage and accurate data entry

- Documentation Quality: Completeness and organization of procurement files

- Invoice Processing TAT: Days from invoice receipt to payment recommendation

3.5 Professional Development

- Skill Development: Progress in negotiation, contract understanding, and ERP proficiency

- Category Expansion: Readiness to take on additional or more complex categories

4. REQUIRED QUALIFICATIONS & EXPERIENCE4.1 Educational Qualifications

- Bachelor's degree in any discipline (mandatory) - Commerce, Engineering, Business Administration preferred

- Professional certifications in Procurement/Supply Chain (advantage but not mandatory)

4.2 Professional Experience

- 3-5 years of experience in procurement, purchase, or vendor coordination roles

- Experience with routine procurement operations including RFQ, quotation comparison, and PO processing

- Industry experience: Open to all industries - Real estate, Manufacturing, FMCG, Retail, Infrastructure, Services

- Exposure to ERP systems for procurement (any ERP acceptable)

4.3 Technical Skills

- ERP Systems: Basic to intermediate proficiency (Highrise or any procurement ERP)

- MS Excel: Basic level - data entry, sorting, filtering, basic formulas

- MS Office: Word and PowerPoint for basic documentation

- Email & Communication Tools: Professional email communication

4.4 Functional Knowledge

- Basic Procurement: Understanding of RFQ, quotation comparison, PO creation

- Vendor Coordination: Experience in vendor communication and follow-ups

- Invoice Processing: Understanding of invoice verification and payment cycles

- Basic GST Knowledge: Awareness of GST applicability and invoice requirements

5. KEY COMPETENCIES & ATTRIBUTES5.1 Functional Competencies

- Procurement Basics: Foundational understanding of procurement processes

- Commercial Awareness: Basic understanding of pricing, terms, and commercial aspects

- Process Orientation: Ability to follow standard processes and procedures

- Learning Agility: Willingness and ability to learn new concepts quickly

5.2 Behavioral Attributes

- Attention to Detail: Accuracy in data entry, documentation, and verification

- Communication Skills: Clear and skilled communication with vendors and teams

- Integrity: Honest and ethical conduct in vendor interactions

- Proactivity: Initiative to follow up and close pending items

- Team Player: Collaborative approach with procurement team and other departments

- Time Management: Ability to handle multiple PRs and priorities efficiently

- Eagerness to Learn: Enthusiasm to develop procurement expertise under guidance

6. WORKING CONDITIONS6.1 Work Environment

- Office-based role with standard working hours

- Occasional site visits for material inspection or vendor meetings

- Close supervision and mentorship from Commercial Manager and Senior Purchase Officer

7. CAREER GROWTH PATH

- Short-Term: Handle more complex categories with greater independence

- Medium-Term: Promotion to Senior Purchase Officer with expanded responsibilities

- Long-Term: Growth to Commercial Manager or specialized procurement roles

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

Work Location: In person

📌 Purchase Officer (Realestate Industry) (Indore)
🏢 Cygnuss Agro
📍 Indore