Office Assistant – Purchase Department
Report to- Purchase Manager / Procurement Head
Job Summary
The Office Assistant – Purchase Department provides administrative and operational support to the procurement team. The role involves maintaining purchase records, coordinating with vendors and internal departments, preparing documentation, tracking purchase orders, and ensuring smooth day-to-day purchasing activities.
Key Responsibilities
- Assist in preparing and processing purchase requisitions and purchase orders.
- Maintain accurate records of purchase orders, invoices, quotations, and vendor documents.
- Coordinate with suppliers regarding quotations, deliveries, and order status.
- Follow up with vendors to ensure timely delivery of materials.
- Verify purchase-related documents for completeness and accuracy.
- Update procurement data in ERP/software or spreadsheets.
- Maintain filing systems for procurement documents, both physical and electronic.
- Coordinate with stores, accounts, and user departments regarding purchase requirements and deliveries.
- Assist in obtaining quotations and preparing comparative statements.
- Monitor pending purchase orders and prepare follow-up reports.
- Handle correspondence, emails, phone calls, and other administrative tasks related to purchasing.
- Support the Purchase Manager in daily procurement operations and special assignments.
Required Qualifications
- Bachelor's degree or Diploma in Business Administration, Commerce, or a related field.
- 6 month's–1 years of experience in procurement, purchasing, or office administration (freshers with relevant skills may also be considered).
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Experience with ERP or procurement software is an advantage.
Required Skills
- Strong organizational and documentation skills.
- Good communication and interpersonal skills.
- Basic knowledge of procurement processes and documentation.
- Attention to detail and accuracy.
- Time management and multitasking abilities.
- Ability to work independently and as part of a team.
- Basic analytical and problem-solving skills.
Key Competencies
- Integrity and confidentiality.
- Coordination and teamwork.
- Vendor communication.
- Record management.
- Follow-up and task completion.
- Customer service orientation.
Pay: ₹15,000.00 - ₹20,000.00 per month
Work Location: In person
