Role Overview The Purchase Executive will support day-to-day procurement for manufacturing and project requirements. The role involves obtaining quotations, preparing purchase orders, coordinating with suppliers and internal teams, and tracking materials through delivery. The executive is expected to maintain accurate records and help ensure that materials are purchased on time, at competitive prices, and in line with approved specifications and processes.

Key Responsibilities

1. Purchase Requisition and Sourcing

- Review approved purchase requisitions for quantity, specifications, required delivery date, budget and supporting documents; seek clarification where information is incomplete.

- Identify suitable suppliers and issue requests for quotation (RFQs) based on approved specifications and sourcing requirements.
- Obtain and compare quotations, checking price, taxes, freight, payment terms, delivery lead time, warranty and compliance with specifications.
- Prepare comparative statements and purchase recommendations for review and approval by the manager.

1. Purchase Orders and Records

- Prepare purchase orders and order amendments based on approved quotations, terms and delegated approval limits.

- Ensure purchase orders clearly state item description, make/model where applicable, quantity, price, taxes, delivery schedule, inspection requirements and payment terms.
- Enter and maintain purchase data in the ERP or company system and keep RFQs, quotations, approvals, POs and supplier correspondence properly documented.
- Follow up on pending approvals and promptly communicate any changes or risks to the reporting manager.

1. Supplier Coordination and Expediting





- Coordinate with existing and prospective suppliers for quotations, order acknowledgement, drawings or documents, dispatch details and delivery commitments.

- Track open purchase orders and expedite supplies against production plans, project schedules and site requirements.
- Maintain supplier contact details and support vendor onboarding by collecting required company, banking, tax and quality documents.
- Escalate delays, price changes, shortages or supplier concerns early, with a explicit summary of the impact and recovery options.

1. Material Receipt and Issue Resolution

- Coordinate with stores, quality, manufacturing and project teams to plan material receipt, inspection and documentation.

- Follow up on delivery challans, invoices, test certificates and other documents required for receipt and payment processing.
- Support resolution of shortages, transit damage, rejected material, warranty issues and invoice discrepancies with the supplier and internal teams.
- Track pending replacements, returns and corrective actions through closure.

1. Cost, Inventory and Reporting Support

- Support routine price and commercial negotiations within approved limits; refer significant deviations or commitments to the manager.

- Assist with stock availability checks, reorder follow-up, ageing and excess inventory reviews in coordination with stores and planning teams.
- Prepare periodic reports on RFQs, purchase orders, delivery status, pending actions and basic savings or price comparisons.
- Follow company procurement procedures, approval controls, confidentiality requirements and ethical sourcing practices.

📌 Purchase Executive (Ahmedabad)
🏢 CIMCON Software India Private Limited (CSIPL)
📍 Ahmedabad