Purchase Executive

Purchase Executive

Role Description

Salary

₹25 - 40 LPA

Experience

• 2+ yrs

Location

Mumbai, Maharashtra, India

Posted by Weekday clients & partners

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Purchase Executive

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Job descriptionApplication

About the role

Role Purpose Your job is to ensure the plant runs smoothly without stopping due to material shortage, wrong material, or delayed supplies. You will handle procurement for: ● RM – Raw Materials (ingredients, oils, spices, flours, additives) ● PM – Packaging Materials (pouches, cartons, bottles, labels, caps) ● CM – Consumables (gloves, cleaning chemicals, tapes, machine oils) ● R&M – Repairs & Maintenance Materials (spares, bearings, belts, motors, electrical items, tools)

Key Responsibilities

• 1. Supplier Management & Procurement

• ● Identify and develop reliable suppliers for food ingredients and packaging materials.

• ● Source alternative suppliers for critical and single-source materials.

• ● Source and finalize vendors for RM, PM, CM & R&M materials.

• ● Obtain a minimum of 3 quotations for major purchases from approved and potential suppliers.

• ● Compare price, MOQ (Minimum Order Quantity), lead time, payment terms, quality and delivery

• conditions.

• ● Negotiate prices and commercial terms to achieve 3–5% annual cost savings.

• ● Release Purchase Orders within 24 hours of approved indent.

• ● Maintain updated rate contracts, approved vendor lists and an updated supplier database.

• ● Monitor supplier performance and develop long-term supplier relationships.

• ● Coordinate with Quality/R&D for supplier approval and qualification.

• ● Support supplier audits and supplier development activities where required.

• 2. Purchase Planning & Material Availability

• ● Review material requirements received from Production Planning / Stores / R&D.

• ● Plan procurement according to production schedules and inventory levels.

• ● Monitor minimum and maximum stock levels.

• ● Identify critical and long-lead-time materials.

• ● Ensure timely availability of raw materials to prevent production interruptions.

• ● Maintain proper safety stock for critical ingredients.

• ● Monitor open Purchase Orders and supplier commitments.

• ● Follow up continuously for pending and overdue materials.

• ● Coordinate with Stores regarding actual receipts and shortages.

• 3. Stock, Inventory & Stores Coordination

• ● Ensure ZERO stock-out of critical RM, PM and R&M spares.

• ● Maintain 98%+ stock accuracy across all material categories.

• ● Maintain inventory within approved limits to avoid overstock and expiry.

• ● Control material wastage to below 1%.

• ● Coordinate daily with Stores, Production, and Maintenance teams regarding stock availability, GRN

• (Goods Receipt Note) status, short receipt, excess receipt, damaged material, rejected material, and

• expiry/shelf-life issues.

• ● Monitor slow-moving and excess inventory.

• ● Avoid unnecessary over-purchasing of materials with limited shelf life.

• ● Ensure procurement quantities are aligned with consumption and production requirements.

• ● Highlight potential expiry or excess-stock risks to management.

• 4. Repairs & Maintenance Support

• ● Ensure availability of critical machine spares to avoid breakdown delays.

• ● Maintain minimum stock levels for fast-moving and critical R&M items.

• ● Support breakdown and preventive maintenance material requirements.

• ● Ensure emergency R&M purchases are arranged within same day / 24 hours.

• 5. Vendor Performance Management

• ● Maintain vendor OTIF (On-Time In-Full delivery) of 95% or above.

• ● Keep material rejection below 2%.

• ● Conduct quarterly vendor performance reviews.

• ● Maintain updated vendor database with pricing and lead times.

• 6. R&D & New Product Development Support

• ● Work closely with the R&D / Product Development team on sourcing new ingredients and developing

• alternate suppliers.

• ● Obtain samples and arrange trial quantities.

• ● Obtain technical specifications and COAs; source specialty ingredients.

• ● Support new product development and coordinate commercial evaluation of new ingredients.

• ● Arrange samples from multiple suppliers for comparison.

• 7. Documentation & System Discipline

• ● Ensure 100% GRN entry within 24 hours of material receipt.

• ● Ensure invoice verification within 48 hours.

• ● Maintain error-free ERP (Enterprise Resource Planning) entries (quantity, rate, tax).

• ● Ensure complete documentation for audits and traceability.

• 8. Quality & Food-Safety Coordination

• The candidate must understand that food-ingredient procurement is not based on price alone. Coordinate with

• the QA (Quality Assurance) / QC (Quality Control) and R&D (Research and Development) teams to ensure that

• purchased materials meet approved specifications.

• ● Purchase only materials meeting approved specifications.

• ● Ensure suppliers provide required COA (Certificate of Analysis) where applicable. Coordinate required documentation such as:

• ● COA

• ● Product specification

• ● MSDS (Material Safety Data Sheet) / SDS (Safety Data Sheet) where applicable

• ● Allergen declaration

• ● GMO (Genetically Modified Organism) declaration where required

• ● Halal / Kosher certificates where applicable

• ● FSSAI (Food Safety and Standards Authority of India)-related documentation where applicable

• ● Food-grade declarations

• ● Shelf-life information

• ● Country/source information where required

• ● Coordinate resolution of quality complaints and rejected materials.

• ● Follow up with suppliers for corrective and preventive actions.

• ● Ensure changes in supplier/material specifications are communicated to QA/QC and R&D before

• procurement.

• ● Follow FSSAI norms and plant hygiene requirements; support internal and external audits.

• ● Maintain batch-wise traceability of RM and PM.

• 9. MIS (Management Information System) & Reporting

• Daily

• ● Pending Purchase Orders

• ● Critical material status

• ● Expected deliveries

• ● Production-critical shortages

• Weekly

• ● Supplier delivery performance

• ● Pending PO (Purchase Order) report

• ● Material shortage report

• ● Purchase price comparison

• ● New supplier development status

• Monthly

• ● Purchase value

• ● Purchase price variance

• ● Cost savings

• ● Supplier performance

• ● Major commodity price movements

• ● Consumption vs. procurement

• ● Inventory / ageing concerns

• Skills Required

• ● Strong negotiation and vendor handling skills

• ● Understanding of food manufacturing materials, ingredients and machine spares

• ● Working knowledge of food-safety and quality documentation (COA, MSDS, FSSAI, allergen/GMO

• declarations, Halal/Kosher certificates)

• ● ERP & Excel working knowledge

• ● Attention to detail and system discipline

• Must-have skills

• negotiationvendor handlingfood manufacturing materials

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