PROCUREMENT ENGINEER

· Oversee and manage the entire procurement process for the company, ensuring timely and cost-effective sourcing of materials and services.

· Identify suitable suppliers for products and prepare a Request for Quotation (RFQ) for procurement.

· Coordinate with the concerned department to confirm the quantity and specification requirements of the product.

· When a concerned department requests a specific brand and model, identify all relevant distributors and gather their competitive price lists for comparison.

· After receiving the competitive price list, collect the technical specification catalogue for the specific product and forward it to the concerned department.

· Manage and handle online procurement portals such as India Mart, Alibaba.com, and others to facilitate the sourcing of products.

· When procuring a recent product, obtain the technical specifications and estimated quantity requirements from the concerned department and create a detailed RFQ for the quotation inquiry.

· Identify all suppliers for the required products, create a price and technical specification comparison list, and report the findings to management.

· If a product procurement has a target price, identify the supplier who can provide the product within the specified target price.

· After submitting the technical specification comparison list, if the technical team requests additional specifications, contact the concerned supplier to gather the information and provide it to the technical team.

· After receiving feedback from the technical team, shortlist the three suppliers with the lowest quotations who meet all the specified requirements based on their feedback.

· Obtain product samples from the three shortlisted suppliers and submit them to the technical team for sample approval.

· After receiving product sample approval, send the product's technical details to the reporting authority for purchase approval.

· After the product sample test, if the technical team requests additional modifications, contact the concerned supplier for changes and once completed, collect the modified sample for further testing by the technical team.

· Create a comparison list for the delivery terms, transportation period, and warranty terms of the suppliers whose product specifications have been approved.

· Discuss with management to finalize the suitable supplier and obtain a detailed final quotation, including all their terms and conditions.

· When a product of a specific brand and model number is requested, identify all distributors and gather their competitive price lists.

· Verify the final quotation of the chosen supplier to ensure it includes GST number, bank account details, contact number, email ID, payment terms, delivery terms, warranty terms, special terms and conditions, and the authorized person’s signature and seal.

· After verification, submit the final quotation to the finance department for final approval.

· Check the supplier's credibility through various methods and ensure it meets the purchase manager’s satisfaction before proceeding with payment.

· Issue the purchase order based on the final quotation submitted by the supplier, ensuring it includes delivery terms,



payment terms, warranty terms, and any special conditions.

· Print the approved final quotation and file it separately for proper record-keeping.

· Coordinate with the finance department to ensure payments are made to the supplier in accordance with the agreed payment terms.

· Collect the payment transfer receipts from the finance department each time a payment is made to a supplier, send the receipts to the supplier, and obtain payment receipt confirmation from them.

· Follow up with the supplier to ensure timely delivery of the required items, collect the LR number for dispatched items, and update the stores department with the estimated delivery date and LR details.

· Follow up with the stores department to check the status of the GRN activity and confirm that the quality and quantity of the received goods meet the required standards.

· After receiving the GRN activity report, if the goods are rejected due to quality issues, contact the supplier to inform them and arrange for the return of the goods, as well as coordinate the return of the payment from the supplier.

· Blacklist the supplier from the company’s approved supplier list and update the review on all relevant online purchase platforms and portals.

· In case of a dispute with the supplier regarding the refund, inform management to take the necessary legal action against the supplier.

· Create and maintain a detailed suppliers list on the company server, including supplier address (office and factory), contact number, email ID, GST number, WhatsApp number, available materials, and for international purchases, the Vchat ID, QQID, and contact person’s name, along with a feedback column to be updated monthly.

· For import purchases through online portals, create an RFQ for the required items and send it to all relevant suppliers on the portals.

· After receiving quotations from all suppliers, calculate the landing cost in INR as per the company chart, then check the current forex rate and adjust the transfer rate by 3 to 5% above the current rate.

· After receiving quotations, create a comparison list of the foreign suppliers, comparing them with three equivalent Indian suppliers, perform an analysis, and report the findings to management for final supplier selection.

· From the finalized supplier, collect the proforma invoice in USD, ensuring it includes payment terms, warranty terms, delivery terms, and other relevant details.

· Prepare the forex transfer documents and forward them to the finance department for processing the forex payment.

· Coordinate with the finance department to collect the SWIFT transfer challan and forward it to the concerned supplier.

· Collect the delivery date and packing list from the supplier.





· Confirm with the suppliers that the packing is done according to international packing standards, ensure package details are listed on the packing box, and verify that fragile items are clearly labelled with a fragile sticker.

· For import-regulated items, ensure the collection of the BIS registration document and any other relevant compliance details from the supplier.

· Make sure that the model number of the products address of the supplier, validity in the BIS registration document is same as per the invoice given by the supplier.

· Coordinate with the carry and forward agent and provide them with the supplier’s packing list and invoices required for the export procedure.

· calculate the container booking date with the booking agent and forward the same to clearing Agent.

· Before confirming the shipment, forward copies of the invoices, packing list, bank transfer receipts, and other statutory documents to the import clearing agent, and obtain confirmation that all documents are satisfactory for import clearance.

· Obtain the proforma invoice from the shipping agent and forward it to the finance department for processing.

· After shipping, collect the Bill of Lading (BL), final packing list, invoices, and other necessary documents from the shipping agent and forward them to the import clearing agent.

· Verify that all HSN codes assigned to the products are appropriate and compliant for import purposes.

· Coordinate with the import clearing agent to calculate the estimated value of import duties and taxes.

· Forward the estimated duties and taxes amount to the finance department for fund allocation.

· Contact the shipping agent to collect the shipment tracking number, forward it to the import clearing agent, and follow up to ensure timely submission of import clearance documents with customs.

· Coordinate with the import clearing agent and expedite the customs clearance process.

· Coordinate with the finance department for the payment of duties and taxes through the appropriate channels and forward the payment challan to the import clearing agent

· Collect the original copy of the Bill of Lading (BL), packing list, duty payment invoice, and other related documents from the import clearing agent and forward them to the finance department.

· Regularly enter purchase orders, purchase returns, quotations, and other relevant documents into the ERP system.

· Collect the revised price list for materials every 3 months and update the material cost in the ERP system.

· If the product design program requires design work, models, materials, or services, procure them and provide the necessary support.

· Arrange for the repairs and maintenance of machinery, equipment, and other items in the factory and offices.

· Maintain a file of warranty documents for machinery and equipment and ensure the regular renewal of the AMC (Annual Maintenance Contract) with the contractor.

· Coordinate the packing design process with the technical team, marketing team, design team, and suppliers.

· A notice period of 60 days be served after the acceptance of the resignation letter.

give me the responsibilities of procurement only

Pay: ₹35,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Procurement Engineer (Kakkanad)
🏢 Travancore cng
📍 Kakkanad