Purchase Assistant

Key Responsibilities

Purchase & Material Ordering

• Coordinate with suppliers and vendors over the phone for material requirements.
• Place material orders based on approved requirements.
• Follow up with suppliers regarding order confirmation, availability, pricing, and delivery schedules.
• Track pending orders and ensure materials are received on time.
• Escalate delays, shortages, or discrepancies to the concerned person.

Material Receiving

• Receive incoming materials and verify them against the purchase order/DC/invoice.
• Check the quantity, condition, and basic specifications of materials received.
• Identify shortages, damages, or incorrect materials and coordinate with suppliers for resolution.
• Ensure received materials are properly recorded and handed over to the concerned team/store.

Phone Coordination

• Coordinate with suppliers, vendors, stores, and internal teams through phone calls.
• Follow up regularly on pending orders, deliveries, replacements, and material requirements.
• Maintain clear communication and ensure timely updates to the concerned teams.

DC Preparation

• Prepare Delivery Challans (DCs) for material movement as required.
• Ensure the quantity and material details mentioned in the DC are accurate.
• Maintain records of issued and received DCs.
• Coordinate with stores/dispatch teams for material movement.

GRM / Material Receipt Entry

• Prepare and update GRM (Goods Receipt/Material Receipt) entries for materials received.
• Match received materials with the relevant purchase documents.
• Ensure all material receipts are entered accurately and on time.
• Report any mismatch between ordered, received, and documented quantities.

Data Entry & Documentation

• Perform daily data entry related to purchases, material receipts, orders, and inventory.
• Maintain accurate records of purchase orders, invoices, DCs, GRMs, and supplier details.
• Update pending-order and material-receipt trackers regularly.
• Maintain proper documentation for audit and accounting purposes.
• Support the Accounts and Purchase teams with required documents and data.

Required Skills

• Good telephone communication and follow-up skills.
• Basic knowledge of purchase and inventory processes.
• Good data-entry speed and accuracy.
• Working knowledge of MS Excel.
• Good attention to detail.
• Ability to maintain records and documentation systematically.
• Ability to coordinate with multiple vendors and internal teams.
• Basic understanding of invoices, DCs, purchase orders, and material receipts is preferred.
• Ability to work in a fast-paced environment and meet deadlines.

Qualifications

• Any graduate / diploma qualification.
• 1–3 years of experience in purchase, procurement, inventory, stores, or a similar role is preferred.

Key Performance Areas

• Timely placement and follow-up of material orders.
• Accuracy of material receiving and GRM entries.
• Accuracy and timely preparation of DCs.
• Timely completion of purchase and data-entry records.
• Effective vendor and internal coordination.
• Minimizing material shortages, delays, and documentation errors.