Purchase Executive

A. Material Sourcing & Vendor Identification

1. Sourcing raw materials, off-cuts, end-pieces and surplus metal (plates, bars, rounds, pipes and sections) from vendors.

2. Inspect material lots at vendor yards before finalising purchase, verifying grade, dimensions, surface condition (rust, bends, cracks) and expected usable yield.

3. Build an active vendor base for every key material category to avoid dependency on any single supplier.

B. Price Negotiation & Cost Control

1. Negotiate rates, payment terms and delivery before seeking management approval.

2. Calculate landed cost per kg (material rate, freight, loading/unloading, cutting charges and GST impact) and ensure every purchase supports the target margin set by management.

C. Purchase Order Processing & Documentation

1. Raise accurate Purchase Orders in ERP only after approval, clearly stating grade, size, quantity, weight tolerance, rate, delivery schedule and payment terms.

2. Collect and verify all vendor documents for every lot: tax invoice, weighbridge slip, e-way bill, delivery challan, and Test Certificate (TC) where applicable.

3. Maintain the purchase register, vendor-wise files and approval records in an audit-ready condition at all times.

D. Material Receipt, Weighment & Reconciliation

1. Coordinate with Stores and Quality for incoming inspection, weighment cross-check and GRN preparation within 24 hours of material arrival.

2. Resolve weight shortages, grade mismatches and rejections with vendors through debit notes, replacements or rate corrections, closing each case promptly.

3. Complete the three-way match (PO vs. GRN vs. invoice) before forwarding bills to Accounts for payment

E. Inventory Planning & Stock Coordination

1. Plan purchases based on the confirmed order book and current stock.

2. Share a weekly report of stock in hand, pending deliveries and expected arrivals with the Operations and Sales teams.

3. Coordinate with Sales to identify and liquidate slow-moving and non-moving stock.

F. Vendor Development & Performance Management

1. Evaluate new vendors before onboarding on capacity, material range, location, GST filing status and reliability.

2. Maintain professional vendor relationships while ensuring every commitment on rate, quantity and delivery is confirmed in writing.

3. Maintain awareness of metal market trends, new sourcing locations, alternative materials, and government policies affecting metal prices and GST.

G. Statutory Compliance & Accounts Coordination

1. Coordinate vendor payments as per agreed terms, reconcile vendor ledgers quarterly, and follow up on pending credit and debit notes.

2. Follow the company purchase policy and approval limits at all times, and declare any personal relationship or interest in a vendor.