Job Description Purchase Order (PO) ClerkPosition
Department - Procurement
Reporting To - Procurement Manager / Head – Procurement
Location - Head Office – Kirti Nagar, New Delhi
About Labotek Technologies Pvt. Ltd.
Labotek Technologies Pvt. Ltd. is one of India's leading System Integration and Technology Infrastructure companies, delivering end-to-end solutions across IT Infrastructure, Data Centers, Electrical, ELV, Civil Infrastructure, Interior Fit-out, Renewable Energy, and Facility Management. We are committed to operational excellence and timely project execution through efficient procurement and supply chain management.
Position Summary
The Purchase Order (PO) Clerk is responsible for preparing, issuing, tracking, and maintaining Purchase Orders (POs) in coordination with the Procurement Team. The role requires close coordination with internal departments, vendors, stores, accounts, and project teams to ensure timely procurement, accurate documentation, and smooth execution of purchase activities.
The ideal candidate should possess excellent documentation skills, strong attention to detail, proficiency in Microsoft Excel and ERP systems, and the ability to manage multiple procurement activities simultaneously.
Key ResponsibilitiesPurchase Order Management
- Prepare and issue Purchase Orders (POs) based on approved Purchase Requisitions (PRs).
- Verify purchase order details including quantity, specifications, rates, taxes, payment terms, and delivery schedules.
- Ensure all Purchase Orders are issued only after obtaining the necessary internal approvals.
- Amend or revise Purchase Orders whenever required.
1. Vendor Coordination
- Share approved Purchase Orders with vendors.
- Obtain vendor acknowledgement and order confirmations.
- Coordinate with suppliers regarding delivery schedules, material availability, and dispatch status.
- Follow up with vendors to ensure timely deliveries.
2. Documentation & Record Management
- Maintain complete records of Purchase Orders, quotations, comparative statements, invoices, and procurement documents.
- Ensure proper filing of procurement documents for audit and future reference.
- Maintain procurement trackers and document repositories.
3. Coordination
- Coordinate with Project Teams, Stores, Finance, and Accounts regarding procurement requirements.
- Follow up on pending approvals and procurement requests.
- Ensure smooth communication between internal stakeholders and suppliers.
4. Delivery & Order Tracking
- Monitor the status of all open Purchase Orders.
- Track pending deliveries and update the Procurement Manager regularly.
- Coordinate with vendors to resolve delayed deliveries or material shortages.
5. Invoice & Payment Coordination
- Verify supplier invoices against approved Purchase Orders and Goods Receipt Notes (GRNs).
- Coordinate with the Accounts Department for invoice processing and payment-related documentation.
- Resolve discrepancies related to quantities, rates, and invoices.
6. MIS & Reporting
- Maintain daily, weekly, and monthly Purchase Order MIS reports.
- Prepare reports on pending Purchase Orders, vendor performance, material status, and procurement activities.
- Update procurement data in ERP systems and Excel-based trackers.
Key Skills & Competencies
- Good understanding of Purchase Order processes.
- Strong documentation and record management skills.
- Excellent follow-up and coordination abilities.
- Good verbal and written communication skills.
- High attention to detail and accuracy.
- Strong organizational and time-management skills.
- Ability to prioritize multiple tasks in a fast-paced environment.
Technical Skills
- Microsoft Excel (VLOOKUP/XLOOKUP, Pivot Tables, Filters, Basic Formulas)
- Microsoft Word
- Microsoft Outlook
- ERP Software (SAP, Oracle, Microsoft Dynamics, Tally ERP, or equivalent)
- Document Management Systems
Educational Qualification
- Graduate in Commerce, Business Administration, Supply Chain Management, or a related discipline.
- Diploma/Certification in Materials Management or Procurement will be an added advantage.
Experience
- 2–5 years of experience in Purchase Order processing, Procurement Coordination, or Supply Chain Administration.
- Experience in IT Infrastructure, Electrical, ELV, Civil Construction, Interior Fit-out, EPC Projects, Data Centre, or Facility Management industries will be preferred.
Key Performance Indicators (KPIs)
- Timely issuance of Purchase Orders.
- Accuracy of Purchase Orders.
- Pending PO ageing.
- Vendor response and acknowledgement timelines.
- On-time delivery follow-ups.
- Procurement documentation accuracy.
- MIS submission within timelines.
- Coordination effectiveness with internal departments and vendors.
Preferred Candidate Profile
- Self-motivated and detail-oriented professional.
- Ability to work under tight deadlines.
- Strong interpersonal and coordination skills.
- Positive attitude with a proactive approach.
- Ability to maintain confidentiality and professional ethics.
Pay: ₹20,000.00 - ₹30,000.00 per month
Benefits:
Education:
Experience:
- Purchase Order: 2 years (Required)
Location:
- Delhi, Delhi (Delhi) (Required)
Work Location: In person
