Job Title
Operations Executive – Procurement
Department
Operations / Administration
Reports To
Manager – Operations / Director / Principal
Qualification
- Bachelor's Degree in Commerce, Business Administration, Supply Chain Management, or any relevant discipline.
- MBA in Operations/Supply Chain – Preferred.
Experience
- Minimum 2–5 years of experience in Procurement, Purchase, Vendor Management, or Operations.
- Experience in Schools, Colleges, Universities, or Educational Institutions is preferred.
Job Summary
The Operations Executive – Procurement is responsible for planning, sourcing, purchasing, and coordinating the procurement of goods and services required for the institution. The role ensures timely availability of materials while maintaining quality, cost-effectiveness, compliance, and vendor relationships.
Key ResponsibilitiesProcurement & Purchasing
- Procure goods and services required for academic and administrative departments.
- Obtain quotations from multiple vendors and prepare comparative statements.
- Negotiate pricing, payment terms, delivery schedules, and contracts.
- Process Purchase Requisitions (PRs) and Purchase Orders (POs).
- Ensure timely procurement of stationery, laboratory equipment, IT equipment, furniture, housekeeping materials, books, uniforms, and other institutional requirements.
- Track purchase requests until successful delivery.
Vendor Management
- Identify, evaluate, and onboard new vendors.
- Maintain strong relationships with existing vendors.
- Conduct periodic vendor performance evaluations.
- Ensure vendors comply with institutional policies and agreed service levels.
- Resolve vendor-related issues efficiently.
Inventory & Asset Coordination
- Coordinate with stores for inventory availability.
- Monitor stock levels and initiate procurement before shortages occur.
- Ensure proper receipt, verification, and documentation of purchased items.
- Coordinate with departments for asset allocation and acknowledgements.
- Support annual stock verification and asset audits.
Cost Control
- Obtain competitive quotations for every procurement.
- Achieve cost savings through effective negotiations.
- Ensure procurement is within approved budgets.
- Monitor purchase trends and recommend cost optimization measures.
Documentation & Compliance
- Maintain Purchase Orders, quotations, invoices, delivery challans, and vendor records.
- Ensure procurement documentation is complete and audit-ready.
- Follow institutional procurement policies and approval hierarchies.
- Support internal and external audits.
Coordination
- Coordinate with HR, IT, Library, Accounts, Maintenance, Housekeeping, Transport, and Academic Departments regarding procurement requirements.
- Follow up with vendors to ensure timely delivery.
- Coordinate with Accounts for invoice processing and vendor payments.
Reporting
- Prepare Daily, Weekly, and Monthly Procurement Reports.
- Maintain procurement trackers and pending purchase reports.
- Submit vendor performance reports.
- Generate MIS reports for Management review.
Skills Required
- Knowledge of procurement and purchasing processes.
- Strong negotiation and vendor management skills.
- Excellent communication and coordination abilities.
- Knowledge of inventory management.
- Cost analysis and budgeting skills.
- Strong documentation and reporting abilities.
- Proficiency in Microsoft Excel, Word, and ERP/Purchase Management Software.
- Problem-solving and analytical skills.
- Ability to manage multiple procurement requests simultaneously.
Key Performance Indicators (KPIs)
- Timely procurement of requested materials.
- Purchase Order turnaround time.
- Cost savings achieved through negotiation.
- Vendor performance and delivery compliance.
- Procurement within approved budgets.
- Reduction in procurement lead time.
- Accuracy of procurement documentation.
- Inventory availability without stock-outs.
- Timely closure of purchase requests.
- Vendor satisfaction and departmental feedback.
Working Hours
As per the Institution's policies and working hours.
Pay: ₹35,091.56 - ₹40,483.02 per month
Benefits:
Work Location: In person
