Procurement & Vendor Management Executive

Department: Operations / Administration
Industry: Education / School Operations
Employment Type: Full-Time
Location: [Insert Location]
Experience: 3–6 Years
Reporting To: School Operations Head / School Administrator

Job Summary

We are looking for a proactive and detail-oriented Procurement & Vendor Management Executive to manage procurement activities, vendor relationships, inventory coordination, and operational purchasing requirements for our school.

The ideal candidate will have hands-on experience in sourcing materials, negotiating with vendors, comparing quotations, managing purchase orders, and ensuring timely delivery of quality products and services within approved budgets.

Key Responsibilities

1. Procurement & Purchasing

- Manage end-to-end procurement activities, from requirement identification to delivery.
- Procure stationery, educational materials, IT equipment, furniture, uniforms, housekeeping supplies, maintenance materials, and event-related requirements.
- Obtain and compare vendor quotations to ensure competitive pricing and quality.
- Prepare purchase orders and coordinate timely deliveries.
- Maintain accurate records of purchase orders, invoices, quotations, and procurement transactions.
- Coordinate with internal departments to understand purchasing requirements and timelines.

2. Vendor Management

- Identify, evaluate, onboard, and maintain relationships with vendors and service providers.
- Negotiate pricing, payment terms, delivery schedules, and service agreements.
- Monitor vendor performance in terms of quality, cost, and timely delivery.
- Resolve vendor-related issues, delays, and quality concerns.




- Maintain an updated vendor database and conduct periodic vendor evaluations.

3. Budget & Cost Control

- Compare quotations and negotiate favourable commercial terms.
- Identify cost-saving opportunities without compromising quality.
- Monitor procurement expenses and ensure adherence to approved budgets.
- Support procurement budgeting, expense tracking, and cost analysis.

4. Inventory & Stock Coordination

- Monitor stock levels and identify replenishment requirements.
- Coordinate with the administration and stores teams to prevent shortages.
- Support periodic stock verification and reconciliation.
- Maintain records of received, issued, and pending materials.

5. Documentation & Compliance

- Ensure procurement activities comply with internal policies and approval procedures.
- Verify vendor documents, invoices, quotations, tax details, and agreements.
- Obtain the necessary approvals before placing orders.
- Maintain organised documentation for audits and management reviews.

6. School Operations & Event Support

- Coordinate procurement for school events, annual functions, workshops, examinations, sports activities, and other programmes.
- Work closely with the Academic, Administration, Facilities, IT, Finance, and Events teams.




- Manage urgent procurement requirements while following established approval processes.

Required Skills

- Solid vendor management and negotiation skills.
- Good understanding of procurement and purchasing processes.
- Experience in quotation comparison, purchase orders, and vendor coordination.
- Strong communication, follow-up, and coordination skills.
- Excellent organisational skills and attention to detail.
- Ability to manage multiple requirements and deadlines.
- Good analytical and problem-solving abilities.
- Proficiency in MS Excel, Google Sheets, and procurement-related systems.

Qualifications & Experience

- Bachelor's degree in Commerce, Business Administration, Supply Chain Management, Operations, Procurement, or a related field.
- 3–6 years of relevant experience in procurement, purchasing, vendor management, administration, or operations.
- Experience in schools, educational institutions, corporate offices, hospitality, or facility management will be an advantage.
- Hands-on experience in vendor negotiations, quotation comparisons, purchase orders, and procurement documentation is preferred.

Key Performance Expectations

- Timely fulfilment of procurement requirements.
- Effective cost control and adherence to approved budgets.
- Consistent vendor quality and service standards.
- Timely delivery of materials and services.
- Accurate procurement records and documentation.
- Effective vendor coordination and relationship management.

Interested candidates with relevant procurement and vendor management experience are encouraged to apply.

Pay: ₹25,000.00 - ₹35,000.00 per month

Work Location: In person

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