Purchase Assistant

Job Summary

The Purchase Assistant is responsible for supporting the procurement team by sourcing materials, preparing purchase orders, coordinating with suppliers, tracking deliveries, maintaining purchase records, and ensuring timely availability of materials while achieving the best quality and cost.

Key Responsibilities

Assist in the procurement of raw materials, packaging materials, office supplies, and other company requirements.

Prepare and process Purchase Orders (POs) accurately.

Obtain quotations from multiple vendors and compare prices, quality, and delivery schedules.

Follow up with suppliers for order confirmations and timely deliveries.

Coordinate with stores, production, accounts, and logistics departments.

Monitor inventory levels and raise purchase requests when stock reaches reorder level.

Maintain supplier database and vendor performance records.

Verify invoices, delivery challans, and purchase documents before forwarding to accounts.

Track pending orders and update management on delivery status.

Resolve supplier-related issues such as shortages, damages, delays, or quality concerns.

Maintain accurate purchase records and documentation.

Support vendor negotiations for better pricing and payment terms.

Ensure compliance with company procurement policies and procedures.

Required Skills

Good communication and negotiation skills.

Strong organizational and time management skills.

Knowledge of procurement and inventory processes.

Proficiency in MS Excel, Word, and ERP/Purchase software.

Attention to detail and accuracy.

Ability to work under pressure and meet deadlines.

Good analytical and problem-solving skills.

Qualification

Bachelor's Degree (B.Com, BBA, MBA, or any equivalent qualification).

Experience

0–2 years (Freshers with good analytical skills may also apply.)

Preferred Experience

Experience in manufacturing, packaging, printing, plastics, or FMCG industries is an added advantage.

Other Instructions

Maintain confidentiality of company pricing and supplier information.

Follow up with vendors on a daily basis for timely deliveries.

Ensure all purchases are made as per approved specifications.

Coordinate effectively with internal departments to avoid production delays.

Maintain proper filing of purchase documents and records.

Report any supply risks or price fluctuations to the Purchase Manager immediately.

Follow company policies, safety regulations, and ethical procurement practices.