Purchase Executive

Job Overview:

The Executive Purchase is responsible for managing the procurement process, from supplier inquiries to material delivery. This role involves sourcing suppliers, consolidating quotes, negotiating prices, issuing purchase orders, and following up on deliveries. The Executive will work closely with suppliers to ensure timely and cost-effective procurement, maintain supplier performance records through scorecards, and contribute to supplier development. The position also requires coordination with the dispatch team to ensure smooth material flow and regular reporting to the head office and inventory control manager. Strong negotiation, communication, and organizational skills are essential for success in this role.

Key Responsibilities:

1. Enquiry to Suppliers:

• Generate and send material enquiries to suppliers based on the requirements from the sales and inventory control teams.
• Ensure that the enquiries contain clear specifications and quantities for suppliers to provide accurate quotes.

2. Supplier Quotes Consolidation:

• Collect and consolidate quotes from various suppliers, ensuring that all quotes are compared based on price, quality, and delivery timelines.
• Present consolidated quotes to the purchasing manager or decision-makers for approval.

3. Price Negotiation:

• Negotiate with suppliers to secure the best possible pricing and terms while maintaining quality and timely delivery.
• Build long-term relationships with suppliers to foster collaboration and achieve favourable pricing agreements.

4. Purchase Order (PO) to Suppliers:

• Prepare and issue purchase orders (PO) to suppliers, ensuring that all required details, such as quantities, prices, delivery dates, and terms, are clearly stated.
• Ensure that POs are sent in a timely manner to avoid delays in the supply chain.

5. Follow-Ups with Suppliers:

• Maintain regular communication with suppliers to monitor the status of material deliveries and address any delays or issues.
• Follow up on open POs to ensure that materials are delivered on time and in the correct quantities.

6. Coordination with Dispatch Team:

• Collaborate with the dispatch team to ensure timely and accurate deliveries of materials from suppliers.
• Ensure that any changes in delivery schedules or material quantities are communicated to the dispatch team promptly well in advance.

7. Supplier Scorecard:

• Maintain and update supplier scorecards to track and evaluate supplier performance based on quality, delivery times, and price.
• Provide feedback to suppliers based on the scorecard results and work on improving performance metrics.
• Identify potential areas for improvement in supplier performance and work with suppliers on development plans to address.

8. Alternate Supplier Development:

• Participate in supplier development programs to ensure that suppliers meet the company's expectations in terms of Quality and timeline.
• Identify and develop alternate suppliers to mitigate risks associated with supplier dependencies and ensure uninterrupted material supply.
• Evaluate new suppliers based on quality, cost-effectiveness, and reliability, and integrate them into the procurement process as necessary.
• Maintain relationships with multiple suppliers to ensure competitive pricing and safeguard against supply chain disruptions.

9. Monthly Reporting to Head Office and Inventory Control Manager:

• Prepare and submit monthly reports on purchase activities, supplier performance, and material status to the head office and inventory control manager.
• Include key performance indicators (KPIs) such as cost savings, on-time delivery rates, and supplier evaluation in the reports.

Key Qualifications:

• Education: Diploma/Bachelor's degree in supply chain management, Business Administration, or a related field.
• Experience:
• 0 – 1 year of experience for a graduate in purchasing or procurement department, preferably in manufacturing or industrial environments (or)
• 3+ years of experience for a diploma with similar experience in the same field.
• Certifications: Any relevant certifications in their field, Quality or Safety certifications will be considered an added advantage.