Executive - Purchase & Admin

JOB DESCRIPTION

EXECUTIVE – PURCHASE & ADMINISTRATION

Company

Pharma Company

Department

Purchase & Administration

Position

Executive – Purchase & Administration

Location

Zirakpur

Experience

1–3 Years

Reporting To

Management / Director

About the Role

Company is looking for a responsible and well-organized Executive – Purchase & Administration to support the smooth functioning of purchase and administrative activities. The role will involve vendor coordination, procurement support, agreements and documentation, employee joining formalities, and coordination for product/design approvals with internal teams and external vendors.

The ideal candidate should have good coordination and communication skills, attention to detail, and the ability to manage multiple activities efficiently.

Key Responsibilities

1. Purchase & Vendor Coordination

·  Handle day-to-day purchase activities and coordinate with vendors for quotations, pricing, availability, and delivery schedules.

·  Prepare and maintain purchase-related records, quotations, purchase orders, invoices, and supporting documents.

·  Coordinate with vendors regarding material/product requirements, dispatches, deliveries, and follow-ups.

·  Maintain an updated database of vendors, products, rates, and purchase records.

·  Support management in vendor comparison, negotiation, and selection as required.

2. Agreements & Documentation

·  Prepare, maintain, and organize vendor agreements, contracts, quotations, purchase documents, and other administrative records.

·  Coordinate with internal teams and external parties for documentation, approvals, renewals, and required signatures.

·  Ensure proper filing and maintenance of physical and digital documents.

3. Employee Joining & Administrative Support

·  Coordinate new employee joining formalities and ensure completion of required joining documentation.

·  Maintain employee-related records and coordinate with management/concerned departments for onboarding requirements.

·  Support general office administration and ensure smooth day-to-day administrative operations.

·  Coordinate with different departments for routine administrative requirements.

4. Product & Design Approval Coordination

·  Coordinate with internal teams and external vendors for product-related requirements and approvals.

·  Follow up on product designs, labels, packaging, artwork, samples, and other related materials.

·  Maintain approval records and ensure timely communication of changes, feedback, and final approvals.

·  Coordinate with vendors to ensure approved specifications/designs are followed during production.

Required Skills & Qualifications

·  Graduate in any discipline; candidates with a background in Purchase, Administration, Commerce, or Management will be preferred.

·  1–3 years of relevant experience in purchase, administration, vendor coordination, or a similar role.

·  Good communication and interpersonal skills.

·  Strong follow-up and coordination abilities.

·  Good knowledge of MS Excel, MS Word, email, and documentation.

·  Strong organisational skills with attention to detail.

·  Ability to manage multiple tasks and coordinate with vendors and internal teams.

·  Should be responsible, proactive, and comfortable working independently.

Key Competencies

·  Purchase & Vendor Coordination

·  Administrative Management

·  Documentation & Record Keeping

·  Follow-up & Coordination

·  Communication Skills

·  MS Excel & Office Tools

·  Attention to Detail

·  Time Management

Salary & Employment Details

Salary: ₹20,000–₹25,000 per month, depending on experience and suitability.

The selected candidate will be responsible for ensuring timely completion of purchase, vendor coordination, documentation, employee joining, and administrative activities while supporting management in the smooth functioning of the organisation.