Purchase Associate

JOB DESCRIPTION:

Procurement Planning & Support

1. Assist in preparing the material requirement plan every month based on existing stock levels & customers monthly order/schedule

2. Assist in sourcing raw materials, child parts, materials, consumables, based on production requirements.

3. Handling the sub - contracting related activities.

4. Support in procurement of indirect materials (office, maintenance, safety items, etc.).

5. Prepare and issue purchase orders (POs) as per approved requisitions. Monitor order status, get the material delivery date confirmed and follow up with suppliers for timely delivery.

6. Coordinate with transport and logistics firms to ensure timely delivery / collection of materials to / from suppliers.

Vendor Management

1. Coordinate with existing suppliers for quotations and negotiations.

2. Support vendor evaluation and development activities.

3. Maintain updated supplier database with contact details, payment terms, and certifications etc.

4. Assist in monitoring supplier performance (quality, cost, delivery).

5. To prepare a supplier quality and delivery rating reports.

6. Negotiate contracts and prices with suppliers.

7. Address supplier issues, delays, or co – ordinate with Quality department for any quality concerns

8. To plan safety stock for long lead-time items

9. Monitor stock levels to avoid shortages or overstocking.

10. Liaise with the stores team to reorder materials, based on monthly schedule needs and stock levels. Should track the status of pending orders and communicate expected delivery dates to the production / sales department

Documentation & Records & System Discipline

1. Maintain accurate records of POs, quotations, delivery challans, and invoices.

2. Ensure proper filing of supplier agreements and contracts.

3. Track pending orders and update purchase trackers/reports.

4. Assist in compliance with IATF 16949 documentation requirements.

5. To properly maintain and track inventory turnover ratio (ITR) for all individual products.

6. To assist in bank stock statement preparation.

7. Effective usage of ERP in the area of responsibility (i.e.) Purchase.

8. Material planning to update the physical stock in both the ERP system and manually.

Cost & Budget Control

1. Collect and compare quotations to support cost-effective purchasing decisions.

2. Assist in cost analysis and price negotiations with suppliers.

3. Support management in achieving cost reduction targets.

Coordination & Communication

1. Liaise with production, stores, and accounts for material requirements and payment processing.

2. Follow up with suppliers and transporters to ensure on-time deliveries.

3. Report purchase status, overstocking, shortages, and delivery delays and escalate any supplier issues to Purchase Head.

BASIC REQUIREMENTS OF THE CANDIDATE:

• We are looking for a candidate who is very enthusiastic, outspoken and confident in communicating the company's requirements along with relevant data to suppliers.
• Excellent verbal and written communication skills to interact with suppliers and team members.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to act and operate independently with minimal daily directions from manager to accomplish the tasks.
• Share and collaborate effectively with others, create a positive team spirit.
• Vendor relationship management.
• Good negotiation skills
• Ability to work under pressure and meet timelines.

DESIRED CANDIDATE PROFILE:

• Educational Qualification: Diploma / B.E. (Mechanical, Automobile, Manufacturing or Supply Chain preferred).
• Work Experience: Minimum 4+ years of experience in purchasing/procurement department(preferably in automotive/manufacturing/engineering industry)
• Candidates from MSME units with strong desire to learn and grow with the organisation and located in Chennai region are preferred.
• Proficient in MS Office Applications – Excel, Word, PowerPoint
• Knowledge in any ERP / Tally software.
• Knowledge & experience in IATF Quality system requirements related to Purchase.
• Candidate shall be disciplined, well organised and strong passion for effective implementation of 5S house-keeping principles.
• Knowledge of raw materials, consumables, and engineering spares.
• Basic knowledge of GST, invoices, and vendor payments.
• Candidate must be able to quickly understand and stay updated on the latest economic trends with respect to various raw material/commodity prices, factors affecting them etc.
• Candidate must have a cost control mindset and the ability to get quotation from a couple of suppliers and compare the prices before coming to a conclusion.