Job Description: Procurement Executive
Job Title: Procurement Executive
Job Summary
We are looking for a proactive, organized, and detail-oriented Procurement Executive to manage purchasing activities and ensure the timely procurement of materials, products, equipment, and services at competitive prices. The candidate will be responsible for supplier coordination, quotation collection, price negotiation, purchase order preparation, order tracking, and maintaining accurate procurement records.
The ideal candidate should have strong negotiation and communication skills, good commercial awareness, and the ability to coordinate effectively with suppliers and internal departments.
Key Responsibilities
1. Purchasing and Procurement
- Handle daily purchasing activities based on material requests from different departments.
- Source materials, products, equipment, and services from approved suppliers.
- Obtain and compare quotations from multiple vendors based on price, quality, availability, and delivery timelines.
- Prepare purchase orders and obtain the necessary approvals before placing orders.
- Negotiate pricing, payment terms, delivery schedules, and other commercial conditions with suppliers.
- Ensure materials are procured according to approved specifications and project requirements.
- Follow up with suppliers to ensure timely delivery of ordered materials.
- Monitor pending purchase orders and report delays or shortages to the concerned departments.
- Identify alternative suppliers and cost-effective purchasing opportunities.
- Ensure procurement activities follow company policies and approval procedures.
2. Supplier and Vendor Management
- Develop and maintain good relationships with suppliers, manufacturers, and distributors.
- Identify, evaluate, and maintain a database of reliable vendors.
- Collect supplier quotations, product catalogues, technical specifications, and company documents.
- Evaluate supplier performance based on price, quality, delivery, and service.
- Coordinate with suppliers regarding product availability, order confirmations, and delivery status.
- Resolve issues related to delayed deliveries, incorrect materials, damaged goods, and discrepancies.
- Maintain updated supplier records and contact information.
3. Coordination with Internal Departments
- Coordinate with sales, estimation, engineering, projects, stores, logistics, and accounts teams.
- Verify material requirements against purchase requests, BOQs, project specifications, and approved budgets.
- Coordinate with the storekeeper to confirm stock availability before placing purchase orders.
- Work with the technical team to verify product specifications and technical compliance.
- Coordinate with the accounts department regarding supplier invoices, payment terms, and outstanding balances.
- Follow up with the logistics team to arrange transportation and timely delivery of materials.
- Communicate procurement updates and expected delivery dates to the concerned departments.
4. Documentation and Reporting
- Prepare and maintain purchase orders, quotation comparisons, purchase requests, and supplier records.
- Maintain accurate procurement registers and pending order reports.
- Verify supplier invoices against purchase orders and goods received documentation.
- Ensure proper filing of purchase-related documents and correspondence.
- Prepare periodic reports on purchasing activities, costs, pending orders, and supplier performance.
- Maintain records of purchase prices and monitor price changes.
- Ensure procurement documentation is complete and available for audits.
5. Cost Control and Inventory Support
- Support cost-saving initiatives through price comparison and supplier negotiations.
- Monitor material prices and identify opportunities to reduce procurement costs.
- Ensure purchases are made according to approved budgets and specifications.
- Coordinate with the stores team to avoid unnecessary purchases and excess inventory.
- Assist in monitoring fast-moving, slow-moving, and critical stock items.
- Help prevent stock shortages that could affect project execution or customer deliveries.
- Ensure timely procurement of project-critical materials.
Qualifications
- Bachelor's degree or Diploma in Commerce, Business Administration, Supply Chain Management, or a related field.
- Previous experience in procurement, purchasing, or vendor coordination is preferred.
- Freshers with good communication, negotiation, and computer skills may also apply.
- Knowledge of MS Office, particularly Excel and Word, is required.
- Familiarity with ERP or procurement software is an advantage.
Required Skills
- Strong negotiation and supplier management skills.
- Good verbal and written communication skills.
- Proficiency in MS Excel, email, and data entry.
- Strong analytical and price-comparison skills.
- Good organizational and time-management abilities.
- Attention to detail and accuracy in purchase documentation.
- Ability to manage multiple purchase orders and deadlines.
- Problem-solving skills and commercial awareness.
- Ability to coordinate with multiple departments.
- Integrity, accountability, and professional conduct.
Preferred Experience
- Experience in trading, engineering, construction, MEP, industrial supplies, or fire and safety equipment.
- Familiarity with purchase orders, BOQs, technical specifications, and material requisitions.
- Experience sourcing electrical, mechanical, plumbing, fire alarm, fire fighting, or safety products.
- Knowledge of local and international suppliers, delivery terms, and payment conditions is an advantage.
Key Performance Indicators (KPIs)
- Timely procurement and delivery of materials.
- Cost savings achieved through negotiations and supplier comparisons.
- Accuracy of purchase orders and procurement documentation.
- Supplier performance and delivery reliability.
- Compliance with approved budgets and procurement procedures.
- Reduction in urgent purchases and material shortages.
- Effective coordination with stores, accounts, and project teams.
- Accuracy and timeliness of procurement reports.
