Job Description (JD) – Purchase Officer
PCTE Group of Institutes, Ludhiana
Position Title:
Purchase Officer
Department:
Administration / Purchase Department
Location:
PCTE Group of Institutes, Ludhiana, Punjab
Job Summary:
PCTE Group of Institutes, Ludhiana is looking for a responsible and detail-oriented Purchase Officer to manage procurement activities, vendor coordination, purchase documentation, and inventory support. The candidate will be responsible for ensuring timely procurement of quality materials, maintaining cost efficiency, and following institutional purchase policies and procedures.
Key Responsibilities:
- Manage end-to-end purchase activities including requirement gathering, vendor sourcing, quotation comparison, negotiation, and order processing.
- Receive purchase requisitions from different departments and coordinate for timely procurement.
- Identify, evaluate, and maintain relationships with reliable vendors and suppliers.
- Obtain quotations, prepare comparative statements, and recommend cost-effective purchase decisions.
- Negotiate prices, payment terms, delivery schedules, and other commercial terms with suppliers.
- Prepare and process Purchase Orders (POs) and maintain purchase-related documentation.
- Ensure timely delivery of materials as per departmental requirements.
- Coordinate with vendors regarding pending orders, quality issues, replacements, and service requirements.
- Maintain records of suppliers, quotations, invoices, purchase orders, and agreements.
- Coordinate with accounts department for invoice verification and payment processing.
- Monitor inventory levels and coordinate with stores department to avoid shortages.
- Ensure procurement activities comply with institutional policies and approval procedures.
- Maintain MIS reports related to purchase activities, vendor performance, and expenditure.
- Support audits by maintaining proper documentation and records.
- Explore opportunities for cost reduction and process improvement.
Required Skills & Competencies:
- Strong negotiation and vendor management skills.
- Good knowledge of procurement processes and documentation.
- Ability to analyze quotations and compare prices.
- Good communication and coordination skills.
- Proficiency in MS Office (Excel, Word, Email communication).
- Strong organizational and time management skills.
- Ability to handle multiple purchase requirements simultaneously.
- Knowledge of ERP-based purchase processes will be preferred.
Educational Qualification:
- Bachelor’s degree in any discipline.
- Diploma/Degree in Supply Chain Management, Operations, Commerce, or related field will be an added advantage.
Experience:
- 5–10 years of experience in purchase/procurement operations.
- Experience in educational institutions, corporate offices, or service organizations will be preferred.
Key Performance Indicators (KPIs):
- Timely procurement of required materials.
- Cost-effective purchasing and savings achieved.
- Vendor performance and relationship management.
- Accuracy of purchase documentation.
- Compliance with purchase procedures.
- Reduction in procurement turnaround time.
Preferred Candidate Profile:
- A proactive professional with strong attention to detail.
- Ability to work independently and coordinate with multiple departments.
- Ethical approach towards vendor dealings and procurement processes.
Salary:
Competitive salary as per qualification and experience.
Benefits:
Work Location: In person
