Executive- Purchase

can manage day-to-day purchase operations, backend data entry, documentation,
vendor coordination, PO/PI/GRN/invoicing process, and proper filing of purchase
records. The candidate should be organized, accurate with data, and capable of
supporting the complete purchase cycle from requirement to billing closure.
Key Responsibilities
Manage daily purchase and procurement operations as per company requirements.
Prepare, maintain, and track Purchase Orders, Proforma Invoices, GRN, Tax
Invoices, vendor bills, and related documents.
Coordinate with vendors, suppliers, internal departments, warehouse, accounts, and
operations teams for smooth purchase processing.
Maintain accurate backend data entry in Excel, ERP, Google Sheets, or internal
systems.
Follow up with vendors for quotations, order confirmations, PI, dispatch details, delivery
timelines, invoices, and pending documents.
Compare quotations, rates, delivery timelines, and terms before purchase confirmation.
Track pending purchase orders, material delivery status, invoice status, payment follow-
ups, and documentation closure.
Coordinate with warehouse team for material receipt, quantity verification, GRN
creation, and mismatch resolution.
Handle purchase documentation, invoice filing, vendor records, approval records, and
payment-support documents.
Verify invoices against PO, PI, GRN, quantity received, agreed rates, GST details, and
other commercial terms.Maintain proper records of purchase bills, debit notes, credit notes, challans, E-way
bills, transport documents, and supporting paperwork.
Support vendor onboarding and maintain vendor master data with GST, PAN, bank
details, address, contact person, and product/service details.
Prepare daily, weekly, and monthly purchase reports including pending PO, open PI,
received material, invoice status, vendor payment status, and purchase summary.
Coordinate with accounts team for invoice submission, payment processing,
reconciliation, and vendor ledger queries.
Ensure all purchase documents are properly filed physically and digitally for easy audit
and future reference.
Required Skills
Strong knowledge of MS Excel is mandatory.
Candidate should be comfortable with VLOOKUP/XLOOKUP, Pivot Table, IF, SUMIF,
COUNTIF, filters, sorting, data validation, and basic reporting.
Good experience in backend data entry and documentation.
Knowledge of PO, PI, GRN, invoice processing, vendor coordination, and purchase
filing.
Basic understanding of GST invoices, E-way bills, purchase records, and billing
documents.
Good communication skills for vendor and internal team coordination.
High attention to detail and accuracy in data entry.
Ability to handle multiple purchase requirements and follow up regularly.
Should be organized, responsible, and able to maintain proper documentation.
Preferred Background
Experience in purchase, procurement, backend operations, vendor coordination,
warehouse coordination, or supply chain support.
Experience in consumer goods, luggage, bags, electronics, retail, e-commerce, trading,
or manufacturing industry will be preferred.
Knowledge of ERP/SAP/Tally/Busy or any inventory/purchase management system will
be an added advantage.
QualificationGraduate in any stream.
B.Com, BBA, or diploma/certification in purchase, supply chain, or operations will be
preferred.
Candidate Profile
The ideal candidate should be strong in documentation, Excel, backend data entry, and
purchase coordination. They should be able to manage PO to invoice closure smoothly,
maintain proper records, coordinate with vendors and internal teams, and ensure all
purchase-related data is accurate and updated.

experience

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