Purchase Executive

2-4 Years

Not Disclosed

Job Description

Skills

2–4 years of experience in purchase/procurement of computer equipment, peripherals, and accessories, preferably in an IT services, systems integration, or equipment distribution environment
Good working knowledge of desktops, laptops, servers, networking equipment, storage systems, peripherals, and related components
Experience in dealing with OEMs, distributors, and vendors for quotations, follow-ups, and deliveries
Working knowledge of ERP/procurement platforms (Odoo, SAP MM, or equivalent) and MS Excel
Good communication, negotiation, and follow-up skills, with attention to detail and ability to manage multiple orders

Role & Responsibilities

Sourcing & Vendor Coordination

Support the Purchase Manager in sourcing computer equipment, peripherals, and accessories — desktops, laptops, servers, networking equipment (routers, switches, firewalls), storage systems, and related components
Identify and coordinate with OEMs, authorized distributors, and system integrators to meet requirements within the required timelines
Maintain and update the approved vendor list, vendor contact details, and product/price catalogues
Assist in vendor onboarding by collecting and verifying vendor documents (GST, PAN, bank details, etc.)
Track market trends, product availability, and EOL/EOS notices, and flag potential supply issues to the Purchase Manager

Quotations, Negotiation & Cost Support

Raise RFQs and obtain quotations from multiple vendors against purchase requisitions
Prepare comparative statements covering price, specification, delivery timelines, warranty, and payment terms
Negotiate prices, delivery schedules, and warranty/support terms with vendors within the limits set by the Purchase Manager
Conduct regular price checks and benchmarking to help maintain competitive pricing

Technical Understanding & Requirement Handling

Coordinate with IT, engineering, and project teams to understand requirements and confirm the technical specifications before ordering
Ensure quotations and supplied items match the specification, model, quantity, and quality requested
Maintain working knowledge of product configurations, compatibility, and interoperability across equipment categories

Procure-to-Pay (P2P) & ERP Operations

Handle day-to-day purchase operations — requisition review, purchase order preparation and issuance, order confirmation, and delivery follow-up
Coordinate with the warehouse for goods receipt (GRN) and verify received material against the PO and delivery challan
Support accounts in invoice verification and reconciliation, and resolve vendor billing or payment queries
Record all purchase transactions accurately in the ERP system (Odoo or equivalent) with proper documentation
Follow approval workflows and the authorization matrix as per company policy

Order Tracking, Warranty & Inventory Support

Follow up with vendors on open orders, track deliveries, and keep requesting teams informed of status and delays
Maintain records of warranty, AMC/support contracts, and serial numbers for purchased equipment
Coordinate warranty claims, RMA, and vendor repair/replacement follow-ups
Work with IT and warehouse teams to monitor stock levels and raise timely replenishment requirements

Compliance & Documentation

Ensure purchase documents comply with GST, TDS, and company procurement policies, and support import/customs paperwork where applicable
Maintain organized, audit-ready records of quotations, POs, invoices, delivery documents, and vendor communication
Support the Purchase Manager in preparing and following up on vendor agreements, SLAs, and terms & conditions

Reporting & Process Improvement

Prepare periodic purchase MIS reports, such as pending POs, vendor-wise purchases, and price comparisons
Support spend analysis and cost-saving reporting for the Purchase Manager
Suggest improvements to purchase processes and assist with e-procurement/digital tool adoption

Good To Have

MBA or postgraduate diploma in Materials Management, Supply Chain Management, or Operations
Certification or training in procurement or supply chain management
Prior experience in pharma, logistics, warehouse automation, or government-sector procurement
Familiarity with e-procurement/e-sourcing platforms and digital procurement tools