Purchase Assistant

. Key Roles and ResponsibilitiesA. Purchase Requisition and Procurement

• Receive and review purchase requests from internal departments.
• Obtain quotations from vendors for IT hardware, networking products, accessories, tools, and office supplies.
• Compare quotations based on price, quality, delivery timelines, warranty, and payment terms.
• Prepare purchase orders (POs) after obtaining the required approvals.
• Ensure materials are purchased as per approved specifications and budget.

B. Vendor Management

• Identify and develop relationships with new and existing suppliers.
• Follow up with vendors for quotations, purchase orders, delivery schedules, and pending materials.
• Maintain an updated vendor database, including contact details, pricing, and payment terms.
• Coordinate with vendors to resolve pricing discrepancies, delayed deliveries, and quality issues.
• Support vendor evaluation based on cost, quality, service, and delivery performance.

C. Order Tracking and Delivery Coordination

• Track purchase orders from placement to delivery.
• Coordinate with vendors and internal teams to ensure timely delivery of materials to offices, project sites, and customers.
• Verify delivered materials against purchase orders, delivery challans, and invoices.
• Coordinate the replacement of damaged, defective, or incorrect materials.
• Maintain records of pending orders and communicate delivery updates to the concerned departments.

D. Inventory and Stock Management

• Maintain stock records for IT hardware, networking equipment, accessories, and consumables.
• Monitor stock levels and coordinate replenishment to avoid shortages.
• Update inward and outward material registers.
• Coordinate physical stock verification with the concerned teams.
• Maintain records of material issued to employees, engineers, and project sites.

E. Invoice and Documentation Management

• Collect and verify vendor invoices, quotations, purchase orders, delivery challans, and supporting documents.
• Coordinate with the Finance team for invoice verification and payment processing.
• Check invoice quantities and prices against approved purchase orders and goods received.
• Maintain organized procurement records for audit and compliance purposes.
• Track pending invoices, vendor payments, and credit notes in coordination with Finance.

F. GeM Portal and Online Procurement

• Assist in searching for products and checking specifications and prices on the Government e-Marketplace (GeM), wherever applicable.
• Support preparation of procurement documents and online purchase records.
• Coordinate with the concerned team for quotations, order processing, delivery tracking, and documentation.
• Maintain records of GeM transactions and procurement status.

G. Coordination and Reporting

• Coordinate with Finance, Sales, Pre-Sales, Projects, Service, and Logistics teams to understand material requirements.
• Prepare daily or weekly procurement status reports.
• Maintain records of cost savings, pending orders, delivery delays, and vendor performance.
• Escalate urgent procurement requirements and critical delivery issues to the reporting manager.
• Ensure compliance with the company's procurement procedures and approval process.

2. Required Skills and Qualifications

• Any degree or diploma in Business Administration, Commerce, Supply Chain Management, or a related field.
• 1–3 years of experience in purchasing, procurement, or vendor coordination is preferred.
• Basic knowledge of IT hardware, networking products, and accessories is an advantage.
• Proficiency in MS Excel, Word, email communication, and purchase documentation.
• Knowledge of ERP systems, inventory management, or accounting software is desirable.
• Good negotiation, communication, coordination, and follow-up skills.
• Strong attention to detail and the ability to manage multiple purchase requirements.

Pay: From ₹15,000.00 per month

Benefits:

• Provident Fund

Work Location: In person

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