Purchase Manager

Job Summary

We are looking for an experienced and result-oriented Purchase Manager to manage the complete procurement function for road construction and infrastructure projects.

The role will be responsible for the day-to-day purchase of construction materials, consumables, spare parts, tools, machinery, equipment, and other project requirements. The Purchase Manager will ensure timely availability of materials at project sites while achieving competitive pricing, maintaining quality standards, controlling procurement costs, and developing reliable vendor relationships.

The position requires close coordination with Project Managers, Site Engineers, Stores, Accounts, Equipment/Machinery Teams, and senior management to ensure uninterrupted project execution.

• Key Responsibilities

1. Day-to-Day Purchase & Procurement

• Manage day-to-day procurement requirements for road construction projects and corporate operations.
• Ensure timely availability of materials at project sites according to project requirements and schedules.
• Review purchase requisitions received from project sites and departments.
• Obtain quotations from approved and new vendors and negotiate commercial terms.
• Prepare comparative statements and obtain necessary approvals before placing purchase orders.
• Issue purchase orders and follow up until delivery and receipt of materials.

2. Construction Equipment & Machinery Procurement

• Handle procurement of construction equipment, machinery, tools and related accessories as required.
• Coordinate with project and equipment teams for machinery requirements.
• Obtain and compare quotations for equipment purchases, rentals and hiring.
• Negotiate equipment prices, rental rates, warranty, AMC, spare parts, service support and payment terms.
• Coordinate with suppliers for equipment delivery, installation, commissioning and after-sales support.
• Maintain records of equipment procurement, warranties, AMC and service agreements.

3. Spare Parts & Maintenance Procurement

• Coordinate with the equipment and maintenance teams for timely procurement of machinery spare parts.
• Procure genuine and suitable spare parts for construction machinery and vehicles.
• Develop reliable suppliers for critical and frequently required spare parts.
• Negotiate prices and delivery schedules to minimize equipment downtime.
• Ensure emergency procurement of critical parts whenever required.
• Monitor pending orders and ensure timely delivery of spares.

4. Vendor Management

• Identify, evaluate and develop new vendors and suppliers.
• Maintain a strong and reliable vendor base for construction materials, equipment, spare parts and services.
• Conduct vendor negotiations for price, quality, credit period, delivery schedule and other commercial terms.
• Evaluate vendors based on price, quality, delivery performance, service and reliability.
• Maintain an updated database of approved vendors.
• Develop alternate sources for critical materials to avoid dependency on a single supplier.
• Resolve vendor-related issues concerning quality, delivery, pricing and documentation.

5. Price Negotiation & Cost Control

• Negotiate competitive rates with suppliers and service providers.
• Conduct regular market surveys to understand current material and equipment prices.
• Compare quotations and market rates before finalizing purchases.
• Identify opportunities for cost savings without compromising quality or project requirements.
• Negotiate better payment terms, credit periods, freight terms and other commercial conditions.
• Monitor price fluctuations in major construction materials and advise management accordingly.
• Ensure purchases are made within approved budgets.

6. Purchase Order Management

• Prepare and release purchase orders after obtaining the required approvals.
• Ensure purchase orders clearly mention:
• Material specifications
• Quantity
• Rate
• GST/taxes
• Delivery location
• Delivery schedule
• Payment terms
• Warranty/guarantee terms
• Transportation/freight terms
• Quality requirements
• Track open purchase orders and follow up with vendors for timely delivery.
• Ensure timely closure of completed purchase orders.
• Maintain proper procurement documentation and records.

7. Coordination with Project Sites

• Coordinate closely with Project Managers, Site Engineers, Stores and Construction Teams to understand material requirements.
• Plan procurement according to project schedules and site requirements.
• Ensure critical materials are procured well in advance to prevent project delays.
• Coordinate logistics and transportation for delivery of materials to project sites.
• Monitor urgent requirements and arrange emergency procurement wherever necessary.
• Resolve site-level procurement and supply issues.

8. Quality & Specification Compliance

• Ensure procurement is made according to approved technical specifications and project requirements.
• Coordinate with technical/project teams regarding material specifications and approved brands.
• Work with quality-control teams for inspection and approval of materials where required.
• Take corrective action with suppliers in case of quality issues.
• Coordinate replacement or return of rejected/non-conforming materials.

9. Logistics & Delivery Coordination

• Coordinate with vendors and transporters for timely movement of materials to project sites.
• Monitor dispatches and expected delivery dates.
• Ensure proper transportation arrangements for heavy machinery, equipment and bulk construction materials.
• Coordinate documentation related to transportation and delivery.
• Follow up on delayed shipments and resolve logistical issues.

10. Purchase Planning & Inventory Coordination

• Prepare procurement plans based on project schedules and material requirements.
• Coordinate with Stores to monitor stock levels and consumption.
• Avoid both material shortages and unnecessary excess inventory.
• Monitor fast-moving and critical materials.
• Ensure timely replenishment of essential materials and consumables.
• Assist in developing minimum/maximum stock levels for frequently used items.

11. Subcontractor & Service Procurement

• Coordinate procurement of services required for project execution.
• Obtain quotations and negotiate rates for equipment hiring, transportation, repairs, maintenance and other services.
• Assist management in finalizing service providers and subcontractors as required.
• Monitor service agreements, rates and commercial terms.
• Ensure service providers comply with agreed terms and project requirements.

12. Documentation & MIS

• Maintain complete records of purchase requisitions, quotations, comparative statements, approvals and purchase orders.
• Maintain vendor records and price databases.
• Prepare regular procurement MIS for management.
• Track:
• Purchase orders
• Pending orders
• Material deliveries
• Vendor payments/terms
• Price movements
• Procurement savings
• Critical material requirements
• Maintain proper documentation for audit and internal control purposes.

13. Coordination with Accounts & Finance

• Coordinate with the Accounts/Finance Department regarding vendor invoices and payments.
• Ensure purchase orders, delivery challans, invoices and other supporting documents are properly matched.
• Resolve discrepancies between purchase orders, received materials and vendor invoices.
• Coordinate vendor payment issues and outstanding commercial matters.
• Assist in maintaining proper purchase and vendor records for accounting and audit purposes.

14. Compliance & Internal Controls

• Ensure procurement activities follow company policies and approval procedures.
• Maintain transparency and proper documentation in the procurement process.
• Ensure appropriate authorization is obtained before finalizing major purchases.
• Support internal and statutory audits by providing required procurement documents.
• Maintain confidentiality of commercial information, supplier pricing and company negotiations