Purchase Executive
Ethics Infotech
Date: 7 hours ago
City: Vadodara, Gujarat
Contract type: Full time
Skills
Sourcing & Vendor Coordination
- 2–4 years of experience in purchase/procurement of computer equipment, peripherals, and accessories, preferably in an IT services, systems integration, or equipment distribution environment
- Good working knowledge of desktops, laptops, servers, networking equipment, storage systems, peripherals, and related components
- Experience in dealing with OEMs, distributors, and vendors for quotations, follow-ups, and deliveries
- Working knowledge of ERP/procurement platforms (Odoo, SAP MM, or equivalent) and MS Excel
- Good communication, negotiation, and follow-up skills, with attention to detail and ability to manage multiple orders
Sourcing & Vendor Coordination
- Support the Purchase Manager in sourcing computer equipment, peripherals, and accessories — desktops, laptops, servers, networking equipment (routers, switches, firewalls), storage systems, and related components
- Identify and coordinate with OEMs, authorized distributors, and system integrators to meet requirements within the required timelines
- Maintain and update the approved vendor list, vendor contact details, and product/price catalogues
- Assist in vendor onboarding by collecting and verifying vendor documents (GST, PAN, bank details, etc.)
- Track market trends, product availability, and EOL/EOS notices, and flag potential supply issues to the Purchase Manager
- Raise RFQs and obtain quotations from multiple vendors against purchase requisitions
- Prepare comparative statements covering price, specification, delivery timelines, warranty, and payment terms
- Negotiate prices, delivery schedules, and warranty/support terms with vendors within the limits set by the Purchase Manager
- Conduct regular price checks and benchmarking to help maintain competitive pricing
- Coordinate with IT, engineering, and project teams to understand requirements and confirm the technical specifications before ordering
- Ensure quotations and supplied items match the specification, model, quantity, and quality requested
- Maintain working knowledge of product configurations, compatibility, and interoperability across equipment categories
- Handle day-to-day purchase operations — requisition review, purchase order preparation and issuance, order confirmation, and delivery follow-up
- Coordinate with the warehouse for goods receipt (GRN) and verify received material against the PO and delivery challan
- Support accounts in invoice verification and reconciliation, and resolve vendor billing or payment queries
- Record all purchase transactions accurately in the ERP system (Odoo or equivalent) with proper documentation
- Follow approval workflows and the authorization matrix as per company policy
- Follow up with vendors on open orders, track deliveries, and keep requesting teams informed of status and delays
- Maintain records of warranty, AMC/support contracts, and serial numbers for purchased equipment
- Coordinate warranty claims, RMA, and vendor repair/replacement follow-ups
- Work with IT and warehouse teams to monitor stock levels and raise timely replenishment requirements
- Ensure purchase documents comply with GST, TDS, and company procurement policies, and support import/customs paperwork where applicable
- Maintain organized, audit-ready records of quotations, POs, invoices, delivery documents, and vendor communication
- Support the Purchase Manager in preparing and following up on vendor agreements, SLAs, and terms & conditions
- Prepare periodic purchase MIS reports, such as pending POs, vendor-wise purchases, and price comparisons
- Support spend analysis and cost-saving reporting for the Purchase Manager
- Suggest improvements to purchase processes and assist with e-procurement/digital tool adoption
- MBA or postgraduate diploma in Materials Management, Supply Chain Management, or Operations
- Certification or training in procurement or supply chain management
- Prior experience in pharma, logistics, warehouse automation, or government-sector procurement
- Familiarity with e-procurement/e-sourcing platforms and digital procurement tools
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