Purchase Executive

This role is for one of Weekday’s clients
Salary range: Rs 2500000 - Rs 4000000 (ie INR 25 - 40 LPA)

Min Experience: 2+ years
Location: Mumbai, Maharashtra, India
JobType: full-time

We are looking for a detail-oriented and proactive Purchase Executive to manage procurement activities and ensure the uninterrupted availability of materials required for plant operations. The role involves sourcing, vendor management, purchase planning, inventory coordination, cost optimization, and procurement documentation.

The candidate will be responsible for procuring raw materials (RM), packaging materials (PM), consumables (CM), and repair and maintenance (R&M) materials while maintaining quality standards, controlling costs, and ensuring timely deliveries in a food manufacturing environment.

Requirements

Key Responsibilities

1. Procurement and Vendor Management

• Identify, evaluate, and develop reliable suppliers for food ingredients, packaging materials, consumables, and maintenance spares.
• Source alternative suppliers for critical materials and single-source items to minimize supply risks.
• Obtain at least three quotations for major purchases and compare pricing, minimum order quantities, lead times, payment terms, quality, and delivery conditions.
• Negotiate prices and commercial terms to achieve annual cost savings of 3–5%.
• Release purchase orders within 24 hours of receiving approved purchase indents.
• Maintain updated approved vendor lists, rate contracts, supplier databases, and pricing records.
• Monitor vendor performance and build long-term supplier relationships.
• Coordinate with Quality Assurance (QA), Quality Control (QC), and Research & Development (R&D) teams for supplier approvals, qualifications, and audits.

2. Purchase Planning and Material Availability

• Review material requirements from Production Planning, Stores, Maintenance, and R&D teams.
• Plan procurement based on production schedules, consumption patterns, and inventory levels.
• Monitor minimum and maximum stock levels and maintain appropriate safety stock for critical materials.
• Identify long-lead-time and production-critical materials and ensure timely procurement.
• Track open purchase orders and regularly follow up with suppliers on pending and overdue deliveries.
• Coordinate with Stores to verify material receipts, shortages, and supplier commitments.
• Prevent production interruptions caused by material shortages, incorrect supplies, or delayed deliveries.

3. Inventory and Stores Coordination

• Ensure zero stock-outs of critical raw materials, packaging materials, and maintenance spares.
• Maintain inventory accuracy of at least 98% across all material categories.
• Control inventory levels to avoid overstocking, expiry, and unnecessary working capital blockage.
• Keep material wastage below 1% through effective purchase planning and inventory monitoring.
• Coordinate with Stores, Production, and Maintenance teams regarding goods receipt, short or excess supplies, damaged and rejected materials, and shelf-life concerns.
• Monitor slow-moving, excess, and near-expiry inventory and highlight potential risks to management.
• Align purchase quantities with actual consumption, production requirements, and approved inventory limits.

4. Repairs and Maintenance Procurement

• Ensure the availability of critical machine spares, bearings, belts, motors, electrical items, tools, and other maintenance materials.
• Maintain appropriate stock levels for fast-moving and critical repair and maintenance items.
• Support preventive maintenance and emergency breakdown requirements.
• Arrange emergency maintenance purchases on the same day or within 24 hours, wherever required.

5. Supplier Performance and Quality Compliance

• Maintain supplier on-time, in-full (OTIF) delivery performance of at least 95%.
• Keep material rejection rates below 2%.
• Conduct quarterly supplier performance reviews and maintain records of delivery, quality, pricing, and lead times.
• Purchase only materials that meet approved specifications and quality standards.
• Coordinate with QA/QC and R&D to resolve quality complaints and rejected material issues.
• Follow up with suppliers on corrective and preventive actions and ensure specification changes are approved before procurement.

6. R&D and New Product Development Support

• Collaborate with R&D teams to source new ingredients, specialty materials, and alternative suppliers.
• Obtain samples and arrange trial quantities for new product development.
• Collect technical specifications, Certificates of Analysis (COAs), and other required product documentation.
• Compare supplier samples, pricing, and commercial terms to support material evaluation and product trials.

7. Documentation and ERP Management

• Ensure 100% Goods Receipt Note (GRN) entry within 24 hours of material receipt.
• Complete invoice verification within 48 hours.
• Maintain accurate ERP entries for quantities, prices, taxes, purchase orders, and material receipts.
• Ensure proper documentation for procurement transactions, audits, and material traceability.
• Maintain organized purchase records, supplier agreements, quotations, and supporting documents.

8. Food Safety and Regulatory Compliance

• Coordinate with QA/QC and R&D to ensure purchased materials comply with approved specifications and food safety requirements.
• Collect and maintain relevant documentation, including:
• Certificate of Analysis (COA)
• Product specifications and food-grade declarations
• Material Safety Data Sheet (MSDS/SDS), where applicable
• Allergen and GMO declarations, where required
• Halal/Kosher certificates, where applicable
• FSSAI-related documentation, where applicable
• Shelf-life and country/source information, where required
• Support supplier quality audits and internal and external plant audits.
• Ensure batch-wise traceability of raw materials and packaging materials.
• Follow applicable FSSAI requirements and plant hygiene standards.

9. MIS and Procurement Reporting

• Daily: Report pending purchase orders, critical material availability, expected deliveries, and production-related shortages.
• Weekly: Track supplier delivery performance, pending purchase orders, material shortages, purchase price comparisons, and new supplier development.
• Monthly: Prepare reports on purchase value, price variance, cost savings, supplier performance, commodity price movements, consumption versus procurement, and inventory ageing.

Must-Have Skills

• Strong negotiation and vendor management skills.
• Knowledge of food manufacturing materials, ingredients, packaging materials, and machine spares.
• Understanding of food safety and quality documentation, including COA, MSDS/SDS, FSSAI requirements, and allergen declarations.
• Working knowledge of ERP systems and Microsoft Excel.
• Strong attention to detail, documentation, and process discipline.
• Effective coordination, follow-up, and problem-solving skills.