Job Title : Procurement Executive - Documentation
Company : Edhas Biofuel Refinery Pvt. Ltd.
Location : Pal, Surat, Gujarat
Experience : 2-4 Years
Job Summary
We are seeking a Senior Executive - Documentation to manage documentation, vendor onboarding, delivery records, compliance paperwork, and payment-related data for the procurement team. The role requires strong attention to detail, coordination skills, and the ability to maintain accurate records while supporting procurement, logistics, finance, and quality teams.
Key Responsibilities
1. Trade Entry & Documentation
i. Enter trade data related to raw material procurement including vendor details, quantity, pricing, and delivery terms.
ii. Prepare and maintain purchase orders (PO) with complete and accurate information.
iii. Maintain proper filing of contracts, trade records, and invoices for audits.
2. Vendor Onboarding
i. Coordinate onboarding of new vendor and verify required documentation.
ii. Maintain updated vendor records and compliance documents.
iii. Assist in preparation of vendor contracts and agreements.
3. Delivery & Shipment Documentation
i. Track delivery status and maintain shipment records including schedules and logistics details.
ii. Process documents such as receipts, invoices, and packing lists.
iii. Coordinate with logistics teams to resolve discrepancies or delays.
4. Government Compliance
i. Ensure procurement activities comply with applicable government regulations.
ii. Prepare regulatory documentation and maintain compliance records.
iii. Stay updated on changes in policies related to procurement and trade.
5. Payment Calculation & Processing
i. Calculate vendor payments based on quality, quantity, and delivery performance.
ii. Coordinate with finance teams for timely processing of payments.
iii. Maintain payment records and resolve discrepancies promptly.
6. Record Maintenance & Filing
i. Maintain organized digital and physical records of documentation.
ii. Ensure secure storage and easy retrieval of documents.
iii. Conduct periodic checks to ensure documentation accuracy and completeness.
7. Communication & Coordination
i. Act as a liaison between procurement, logistics, finance, and quality teams.
ii. Resolve documentation gaps by coordinating with internal teams and vendors.
8. Reporting & Administrative Support
i. Prepare reports on procurement status, vendor performance, and payment tracking.
ii. Provide administrative support to the procurement team including data analysis and report preparation.
Requirements
· Bachelor’s degree in Business Administration, Supply Chain Management, or related field.
· 2-4 years of experience in documentation, procurement, or supply chain operations.
· Experience in agricultural or grain procurement industry will be an added advantage.
· Strong proficiency in MS Office (Excel, Word, PowerPoint) and document management systems.
· Understanding of procurement processes, purchase orders, invoicing, and basic financial concepts.
Skills
· Strong organizational and documentation management skills.
· Attention to detail and accuracy in record keeping.
· Good communication and coordination abilities.
· Ability to manage confidential documents and meet deadlines.
· Strong time management and problem-solving skills.
Pay: From ₹300,000.00 per month
Work Location: In person
