Office Assistant – Purchase Department
Company: Atom Wellness
Department: Purchase & Procurement
Reporting To: Purchase Manager
Employment Type: Full-Time
We are looking for a responsible and organized Office Assistant to support the Purchase Manager in day-to-day purchasing, documentation, quotation management, vendor coordination, purchase entries, and follow-up activities.
The ideal candidate should have good MS Excel and computer skills, attention to detail, communication skills, and the ability to coordinate effectively with suppliers and internal departments.
Key Responsibilities
1. Purchase Support
- Assist the Purchase Manager in daily purchase-related activities.
- Prepare and maintain purchase orders and purchase-related documents.
- Enter purchase details accurately into the system/ERP.
- Maintain records of purchase orders, invoices, quotations, and supplier details.
- Coordinate with accounts and stores regarding purchase documentation.
2. Quotation Management
- Collect quotations from suppliers for required products and materials.
- Compare supplier quotations based on price, availability, delivery time, and terms.
- Prepare quotation comparison statements for the Purchase Manager.
- Maintain an updated database of supplier quotations and rates.
3. Supplier Coordination & Follow-Up
- Communicate with suppliers regarding orders, rates, availability, and delivery schedules.
- Follow up on pending purchase orders and expected delivery dates.
- Coordinate with suppliers regarding shortages, delays, replacements, and discrepancies.
- Maintain good professional relationships with suppliers.
4. Purchase Entry & Documentation
- Make timely and accurate purchase entries in the software/ERP.
- Verify purchase invoices, quantities, rates, and other relevant details.
- File and maintain purchase documents systematically.
- Ensure all purchase records are updated and readily available.
5. Stock & Requirement Coordination
- Coordinate with stores/warehouse regarding stock requirements.
- Inform the Purchase Manager about low-stock and urgent purchase requirements.
- Assist in tracking pending and received purchase orders.
- Coordinate with relevant departments to ensure timely availability of products.
6. Administrative Support
- Prepare daily/weekly purchase reports when required.
- Maintain purchase-related Excel sheets and databases.
- Handle emails, supplier communications, and other routine office correspondence.
- Assist the Purchase Manager with general administrative and coordination tasks.
Required Skills
- Good knowledge of MS Excel, MS Word, and basic computer applications.
- Good communication and follow-up skills.
- Basic understanding of purchase and procurement procedures.
- Good numerical and data-entry skills.
- Strong attention to detail.
- Good organizational and time-management skills.
- Ability to coordinate with multiple suppliers and departments.
- Ability to work independently and as part of a team.
Preferred Qualifications
- Minimum Plus Two / Diploma / Graduate.
- Previous experience in purchase, procurement, office administration, or data entry will be an advantage.
- Experience in medical, surgical, pharmaceutical, healthcare, or FMCG-related businesses will be an added advantage.
Key Performance Areas (KPIs)
- Accuracy of purchase entries and documentation.
- Timely follow-up of purchase orders.
- Proper quotation collection and comparison.
- Timely coordination with suppliers.
- Maintenance of updated purchase records.
- Reduction of pending purchase-related issues.
- Effective support to the Purchase Manager.
Personal Attributes
- Responsible and trustworthy.
- Proactive and willing to learn.
- Disciplined and punctual.
- Detail-oriented.
- Good communication and interpersonal skills.
- Ability to handle work pressure and meet deadlines.
Pay: ₹12,000.00 - ₹18,000.00 per month
Benefits:
- Cell phone reimbursement
- Leave encashment
- Paid sick time
- Provident Fund
Work Location: In person
