JOB DESCRIPTION
Position: Purchase Manager
Employment Type: Full-Time
1. Position Purpose
The Purchase Manager will be responsible for planning, managing and controlling the procurement of raw materials, components, consumables, packaging materials, machinery, spare parts and services required for the smooth and uninterrupted operation of Furniture World's manufacturing and business activities.
The position will ensure that all materials are procured in the right quality, right quantity, right specification, right price and at the right time, while maintaining optimum inventory levels and ensuring compliance with approved procurement procedures.
The Purchase Manager will also be responsible for vendor development, supplier evaluation, price negotiation, cost reduction, purchase planning, purchase order management, supplier performance monitoring and strategic sourcing.
2. Key Responsibilities
A. Purchase Planning & Material Procurement
- Prepare and execute the annual, monthly and weekly procurement plans based on:
- Production requirements
- Material Requirement Planning (MRP)
- Production schedules
- Sales forecasts
- Inventory levels
- Minimum/maximum stock levels
- Reorder levels
- Project requirements
- Ensure timely availability of all production and non-production materials.
- Coordinate with Production, PPC, Stores, Quality, Finance and Design departments to understand material requirements.
- Review Material Requisitions / Purchase Requisitions and ensure procurement is initiated within defined timelines.
- Develop appropriate procurement strategies for critical and high-value materials.
- Identify materials requiring advance procurement because of:
- Long lead time
- Seasonal availability
- Price volatility
- Imported sourcing
- Supplier capacity constraints
3. Furniture Industry-Specific Procurement
The Purchase Manager will manage procurement of materials including, but not limited to:
A. Wood & Wood-Based Materials
- Solid wood
- Timber
- Hardwood / softwood
- Plywood
- MDF
- HDF
- Particle board
- Block board
- Veneer
- Wood strips
- Edge bands
- Wooden components
B. Surface Finishing Materials
- Laminates
- Decorative sheets
- Veneers
- Melamine
- PVC sheets
- Acrylic sheets
- Paints
- PU coatings
- Polishes
- Stains
- Thinners
- Solvents
- Sealers
- Primers
- Adhesives
- Wood fillers
C. Furniture Hardware
- Hinges
- Drawer channels
- Telescopic channels
- Handles
- Locks
- Magnetic catches
- Screws
- Nuts and bolts
- Brackets
- Connectors
- Cam fittings
- Dowels
- Castors
- Furniture legs
- Gas lifts
- Sliding mechanisms
- Hydraulic fittings
- Fasteners
D. Upholstery Materials
- Foam
- Fabric
- Leather / synthetic leather
- Rexine
- Webbing
- Springs
- Fiber
- Wadding
- Thread
- Upholstery accessories
E. Packaging Materials
- Corrugated boxes
- Cartons
- Bubble wrap
- Foam sheets
- Stretch film
- Shrink film
- Thermocol
- Corner protectors
- Strapping materials
- Labels
- Tapes
- Packaging accessories
F. Machinery, Tools & Maintenance Materials
- Machine spares
- Electrical components
- Bearings
- Belts
- Cutting tools
- Blades
- Drills
- Router bits
- Pneumatic components
- Hydraulic components
- Lubricants
- Welding consumables
- Maintenance consumables
- Safety-related consumables
4. Vendor Development & Management
- Identify, evaluate and develop new suppliers based on:
- Quality
- Price
- Capacity
- Delivery capability
- Financial stability
- Technical capability
- Market reputation
- Service capability
- Develop multiple suppliers for critical materials to reduce dependency on a single source.
- Maintain an approved vendor database.
- Conduct supplier evaluations periodically.
- Monitor supplier performance through measurable parameters such as:
- Quality rejection rate
- On-time delivery
- Lead time
- Price competitiveness
- Responsiveness
- Documentation
- Service support
- Coordinate with Quality and Technical teams for supplier approval.
- Conduct supplier visits and audits wherever required.
- Develop alternate sources for critical materials.
5. Price Negotiation & Cost Control
- Obtain competitive quotations from approved and potential suppliers.
- Negotiate:
- Material prices
- Payment terms
- Credit period
- Delivery terms
- Freight
- Taxes
- Discounts
- Minimum order quantities
- Warranty
- Replacement terms
- Conduct price comparisons before major purchases.
- Maintain a comparative statement for significant procurement.
- Monitor market prices of key raw materials.
- Develop cost-saving initiatives through:
- Alternate vendors
- Alternate materials
- Bulk purchasing
- Annual rate contracts
- Supplier consolidation
- Value engineering
- Local sourcing
- Better payment terms
- Transportation optimization
- Ensure procurement is aligned with approved budgets.
6. Purchase Order Management
- Review approved Purchase Requisitions.
- Prepare and issue Purchase Orders as per company procedures.
- Ensure Purchase Orders clearly specify:
- Material description
- Specification
- Quantity
- Rate
- Taxes
- Delivery schedule
- Payment terms
- Quality requirements
- Warranty
- Transportation terms
- Packaging requirements
- Obtain appropriate approval before releasing Purchase Orders.
- Track open Purchase Orders.
- Follow up with suppliers for timely delivery.
- Escalate delayed or critical orders to management.
- Ensure Purchase Orders are closed after completion of supply.
7. Inventory & Stores Coordination
- Coordinate closely with the Stores Department to monitor stock levels.
- Ensure procurement decisions consider:
- Current stock
- Open purchase orders
- Consumption trends
- Pending production requirements
- Lead times
- Avoid:
- Overstocking
- Stock-outs
- Obsolete inventory
- Slow-moving inventory
- Monitor critical and fast-moving materials.
- Review non-moving and slow-moving inventory with Stores and Finance.
- Participate in periodic physical stock verification.
8. Quality Coordination
- Work closely with the Quality Department to ensure purchased materials meet approved specifications.
- Ensure suppliers receive approved specifications and quality requirements.
- Coordinate resolution of material quality complaints.
- Ensure rejected materials are returned/replaced within agreed timelines.
- Monitor recurring supplier quality issues.
- Participate in supplier corrective action discussions.
- Ensure procurement decisions do not compromise product quality.
9. Production Continuity
The Purchase Manager shall ensure that material shortages do not interrupt manufacturing operations.
Critical attention shall be given to materials that may stop production, including:
- Plywood/MDF/boards
- Timber
- Hardware
- Adhesives
- Foam
- Fabric
- Paint and finishing chemicals
- Packaging materials
- Machine spares
- Electrical components
The Purchase Manager shall maintain a Critical Material List and establish appropriate safety stock/reorder levels in coordination with PPC, Stores and Production.
10. Subcontracting / Job Work Procurement
Where applicable, manage procurement and coordination of external processes such as:
- CNC work
- Laser cutting
- Powder coating
- Metal fabrication
- Glass processing
- Upholstery
- Polishing
- Painting
- Wood processing
- Printing
- Packaging
- Other outsourced manufacturing activities
Responsibilities shall include vendor identification, rate negotiation, work order issuance, delivery follow-up and coordination with Quality and Production.
11. Import Procurement
Where applicable, manage procurement of imported materials, hardware, machinery and components.
Coordinate with:
- Suppliers
- Freight forwarders
- CHA/customs agencies
- Finance
- Logistics
- Stores
Ensure appropriate documentation and timely arrival of imported materials.
12. Purchase MIS & Reporting
The Purchase Manager shall prepare and review periodic MIS reports including:
- Purchase value – monthly
- Purchase vs. budget
- Material price variance
- Vendor-wise purchases
- Pending Purchase Orders
- Delayed Purchase Orders
- Critical material status
- Supplier performance
- Cost savings achieved
- New vendors developed
- Purchase lead time
- Inventory impact
- Slow-moving/non-moving items
- Material rejection due to supplier quality
13. Cross-Functional Coordination
The Purchase Manager shall maintain close coordination with:
PPC: Material planning and production schedules
Production: Material requirements and shortages
Stores: Stock levels and receipts
Quality: Material specifications and supplier quality
Finance & Accounts: Budget, payment terms, invoices and vendor reconciliation
Maintenance: Spares and maintenance materials
Design/R&D: New materials and specifications
Sales/Projects: Project-specific procurement requirements
Management: Cost, supplier and strategic procurement decisions
14. Compliance & Procurement Controls
- Ensure procurement is conducted according to approved company policies and SOPs.
- Maintain appropriate documentation for all purchases.
- Ensure proper authorization before purchases.
- Maintain confidentiality of supplier pricing and commercial information.
- Ensure transparency and fairness in vendor selection.
- Avoid conflicts of interest.
- Ensure segregation of duties between purchase, receipt, quality inspection and payment wherever applicable.
- Maintain proper records for audit purposes.
15. Key Performance Indicators (KPIs)
The performance of the Purchase Manager shall be evaluated against:
KPIMeasurementPurchase Cost SavingsActual savings achievedMaterial Availability% availability as per production requirementOn-Time Delivery% supplier deliveries received on timePurchase Price VarianceActual vs. approved/standard priceSupplier Quality% rejection/quality complaintsInventory LevelInventory against approved normsStock-OutsNumber of production stoppages due to material shortageVendor DevelopmentNumber of approved alternate suppliersPurchase Lead TimePR-to-PO / PO-to-delivery cycleCost ReductionAnnualized procurement savingsPO Compliance% purchases against approved POSupplier PerformanceVendor rating scoreCritical Material Availability% critical materials available as planned16. Authority & Decision-Making
The Purchase Manager shall have authority, within approved company limits, to:
- Negotiate supplier prices
- Recommend vendor selection
- Recommend alternate suppliers
- Approve routine procurement within delegated limits
- Recommend annual rate contracts
- Escalate supplier performance issues
- Recommend supplier replacement
- Initiate cost-reduction projects
All purchases shall remain subject to the company's approved Delegation of Authority (DOA) and procurement approval matrix.
17. Educational QualificationEssential
- Bachelor's degree in Commerce, Business Administration, Supply Chain, Engineering or a related discipline.
Preferred
- MBA / PG Diploma in Procurement, Supply Chain Management, Materials Management or Operations Management.
For technical procurement, candidates with an engineering background may be preferred.
18. Experience
- 8–12 years of relevant experience in Purchase / Procurement / Materials Management.
- Preferably 3–5 years in a managerial procurement role.
- Experience in furniture, woodworking, interior products, modular furniture, building materials, manufacturing or a related industry will be preferred.
19. Technical Skills
The candidate should have strong knowledge of:
- Procurement management
- Vendor management
- Strategic sourcing
- Price negotiation
- Cost analysis
- Purchase planning
- Inventory management
- MRP
- ERP/Purchase software
- MS Excel
- Supplier evaluation
- Contract/rate negotiation
- Material specifications
- Purchase documentation
- Supply chain management
Knowledge of furniture raw materials and hardware will be an added advantage.
20. Behavioral Competencies
The ideal candidate should demonstrate:
- Strong negotiation skills
- Commercial acumen
- Analytical thinking
- Decision-making ability
- Vendor relationship management
- Communication skills
- Problem-solving ability
- Leadership skills
- Planning and organizing ability
- Cost-conscious mindset
- Integrity and ethical conduct
- Ability to work under pressure
- Ability to manage multiple priorities
21. Key Deliverables
The Purchase Manager shall be primarily responsible for achieving the following:
- Zero avoidable production stoppages due to procurement failure.
- Competitive procurement cost.
- Timely availability of required materials.
- Improved supplier performance.
- Reduction in procurement costs year-on-year.
- Development of alternate suppliers for critical materials.
- Optimum inventory levels.
- Reduction in material shortages and emergency purchases.
- Improved purchase planning and forecasting.
- Strong procurement documentation and process compliance.
Pay: Up to ₹80,000.00 per month
Benefits:
- Cell phone reimbursement
- Food provided
- Health insurance
- Paid sick time
- Paid time off
- Provident Fund
Work Location: In person
