Role Purpose
The Stores and Purchase Manager will be responsible for managing the complete procurement
and stores function, including purchase planning, vendor development, commercial
negotiations, purchase order management, material receipt, inventory control and material
issuance.
The role requires close coordination with Production, Projects, Design, Quality, Finance,
Service and Operations teams to ensure that the right materials are available at the right time,
in the required quantity and at an optimal cost.
Key Responsibilities
1. Purchase Planning and Procurement
- Prepare purchase plans based on production schedules, project requirements, bills of
materials and inventory levels.
- Procure raw materials, bought-out components, engineering items, electrical
components, refrigeration equipment, fabrication materials, consumables and project-
related materials.
- Obtain quotations, prepare comparative statements and negotiate prices, commercial
terms, delivery schedules, warranties and payment terms.
- Release purchase orders after obtaining the required technical and commercial
approvals.
- Ensure that all purchases are made in accordance with approved specifications, budgets
and internal authorization processes.
- Monitor open purchase orders and follow up with vendors to ensure timely delivery.
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- Identify material shortages and potential supply delays in advance and escalate them to
the concerned stakeholders.
- Coordinate urgent and emergency purchases without compromising documentation and
commercial controls.
2. Vendor Development and Management
- Identify, evaluate and onboard suitable vendors and service providers.
- Develop alternate vendors for critical materials to reduce dependency and supply risk.
- Maintain an approved vendor database with details of pricing, lead times, quality
performance and commercial terms.
- Conduct periodic vendor performance reviews based on quality, cost, delivery and
service.
- Coordinate with Quality, Design and Production teams for vendor qualification and
technical approval.
- Build long-term relationships with reliable vendors while maintaining commercial
discipline.
- Address vendor quality concerns, delayed deliveries, shortages and commercial
disputes.
3. Stores and Inventory Management
- Take complete responsibility for the receipt, storage, preservation, identification and
issuance of materials.
- Ensure that all incoming materials are verified against purchase orders, delivery
challans and invoices.
- Coordinate incoming material inspection with the Quality team before accepting
materials into stock.
- Ensure timely preparation of Goods Receipt Notes and accurate entry of materials in
the ERP or inventory system.
- Implement proper binning, labelling, coding and location management for all materials.
- Maintain separate and clearly identified areas for accepted, rejected, returned, damaged
and scrap materials.
- Ensure that materials are issued only against authorized material requisitions,
production orders or project requirements.
- Maintain minimum, maximum, reorder and safety-stock levels for critical materials.
- Monitor slow-moving, non-moving, excess and obsolete inventory and initiate
corrective action.
- Conduct regular cycle counts, physical stock verification and inventory reconciliation.
- Investigate and resolve stock variances in coordination with Finance and Operations.
- Ensure proper storage and handling of temperature-sensitive, hazardous, high-value
and fragile materials.
4. Production and Project Coordination
- Coordinate closely with Production and Planning teams to ensure uninterrupted
availability of materials.
- Review material requirements for cold-room, refrigeration, thermal-energy-storage and
customer-site projects.
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- Track project-specific procurement and ensure that materials are delivered as per
installation and execution schedules.
- Coordinate with Design and Engineering teams to clarify specifications, drawings and
bills of materials.
- Support the Projects team with dispatch planning and material movement to customer
sites.
- Ensure that project materials are correctly packed, labelled and accompanied by the
required documentation.
- Track surplus and unused materials returned from project sites.
5. Cost Control and Commercial Management
- Track material prices and identify opportunities for cost reduction, rate contracts and
bulk purchasing.
- Negotiate annual or long-term rate contracts for regularly purchased materials and
services.
- Maintain purchase-price history and periodically analyse price movements.
- Work with Design, Production and Quality teams on value engineering and alternative-
material opportunities.
- Ensure that purchases remain within approved budgets and immediately highlight
significant deviations.
- Support Finance with invoice verification, vendor reconciliation, payment queries and
documentation.
- Ensure that vendor advances, debit notes, credit notes and material returns are properly
tracked.
6. Systems, Documentation and Compliance
- Maintain accurate records of purchase requisitions, quotations, comparative statements,
approvals, purchase orders, GRNs, material issues and stock transfers.
- Ensure that all procurement and stores transactions are recorded in the ERP or
inventory-management system on time.
- Maintain complete audit trails and ensure readiness for internal, statutory, customer and
quality audits.
- Ensure compliance with applicable GST, e-way bill, invoice and transportation
documentation requirements.
- Maintain material traceability wherever required.
- Establish and periodically update standard operating procedures for procurement and
stores.
- Ensure that statutory, safety, environmental and customer-specific requirements are
followed in material storage and handling.
7. Team Management
- Supervise storekeepers, purchase executives, helpers and other members of the Stores
and Purchase team.
- Allocate responsibilities and establish clear daily, weekly and monthly priorities.
- Train team members on inventory controls, documentation, ERP usage, material
handling and safety practices.
- Monitor team productivity, accuracy, discipline and adherence to processes.
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- Build a culture of ownership, urgency, cost consciousness and accountability.
Key Performance Indicators
Performance in this role will be assessed against:
- On-time availability of materials for production and projects.
- Reduction in production or project delays caused by material shortages.
- Purchase-price savings and cost-avoidance initiatives.
- Inventory accuracy and stock-variance levels.
- Inventory holding days and working-capital efficiency.
- Reduction in slow-moving, non-moving and obsolete inventory.
- Percentage of purchases completed within approved lead times.
- Vendor quality and on-time delivery performance.
- Number of critical items with approved alternate vendors.
- Accuracy and timeliness of GRNs, purchase orders and stock entries.
- Closure of audit observations relating to stores and procurement.
- Compliance with purchasing authority, documentation and approval processes.
Qualifications and Experience
- Bachelor’s degree or diploma in Engineering, Supply Chain, Materials Management,
Commerce or a related discipline.
- Excellent knowledge of Tally prime and Microsoft Excel.
- Additional qualification in Materials Management, Supply Chain or Procurement will
be preferred.
- Approximately 7-10 years of experience in stores, procurement, materials management
or supply-chain operations.
- At least 2–3 years of experience managing a stores or procurement team.
- Experience in manufacturing, refrigeration, HVAC, electrical equipment, engineering
projects, fabrication, cold rooms or industrial equipment will be strongly preferred.
- Experience working with bills of materials, engineering drawings and technical
specifications.
- Familiarity with GST, e-way bills, vendor documentation and commercial purchase
processes.
Skills and Competencies
- Strong commercial negotiation and vendor-management capabilities.
- Sound understanding of inventory control and stores-management practices.
- Ability to plan procurement against changing production and project requirements.
- High level of accuracy in documentation and system entries.
- Strong analytical and problem-solving ability.
- Ability to identify risks and escalate potential shortages early.
- Good understanding of engineering components and technical procurement.
- Strong coordination and follow-up skills.
- Ability to work in a fast-growing, execution-intensive environment.
- High levels of integrity, cost consciousness and ownership.
Pay: ₹50,000.00 - ₹65,000.00 per month
Work Location: In person
