Purchase Executive

Handle day-to-day purchasing requirements for office, projects, and vendor services

Generate and process purchase requests, purchase orders, and follow-ups

Ensure timely procurement of materials and services as per internal requirements

Track purchase status and coordinate deliveries with vendors and internal teams

Vendor Search & Onboarding

Perform internet-based vendor research to identify new suppliers and service providers

Compare vendors based on price, quality, delivery timelines, and reliability

Support vendor onboarding documentation, including KYC, bank details, and compliance records

Maintain an updated vendor database with contact details, pricing history, and performance notes

 Negotiation & Cost Control

Support price negotiation with vendors to achieve cost efficiency

Assist in comparing quotations and preparing cost comparison sheets

Ensure purchases align with approved budgets and management guidelines

Track cost savings and identify opportunities for better procurement decisions

 Documentation & Record Management

Maintain proper purchase records, invoices, bills, and vendor documents

Ensure accurate filing of documents in both physical and digital formats

Prepare purchase-related reports using MS Excel

Support preparation of emails, follow-ups, and official communication with vendors

 Accounts & Ledger Support

Coordinate with the accounts team for invoice verification, ledger entries, and payment follow-ups

Assist in maintaining vendor ledgers and outstanding payment records

Ensure purchase invoices are correctly matched with purchase orders and delivery details

Support basic reconciliation activities as required

 Digital, Email & AI Tools Usage

Use MS Excel for data entry, vendor comparison, tracking sheets, and reports

Handle professional email communication with vendors and internal teams

Use AI tools (such as ChatGPT or similar productivity tools) for drafting emails, summaries, vendor comparisons, and documentation

Help improve efficiency by adopting digital tools and simple automation wherever possible

 Internal Coordination & Process Discipline

Coordinate with engineering, admin, and project teams to understand procurement needs

Follow internal SOPs and procurement processes

Ensure confidentiality of pricing, vendor details, and company data

Support management in improving procurement and vendor management systems