JOB DESCRIPTION
General Purchase Assistant
Department: Purchase / Procurement
Designation: General Purchase Assistant
Reporting To: Purchase Manager / General Purchase Manager
Experience: 1–3 Years
Employment Type: Full-Time
Location: Thudiyalur , Coimbatore
1. Job Purpose
The General Purchase Assistant is responsible for supporting the Purchase Department in day-to-day procurement activities, including obtaining quotations, preparing purchase documents, coordinating with vendors, following up on deliveries, and maintaining accurate purchase records.
2. Key ResponsibilitiesPurchase Activities
· Receive and review Purchase Requisitions from various departments.
· Obtain quotations from approved and new vendors.
· Prepare quotation comparison statements for management approval.
· Prepare Purchase Orders as per approved requirements.
· Follow up with suppliers for order confirmation and timely delivery.
· Coordinate with Stores and concerned departments regarding material requirements.
· Assist in emergency and routine purchase activities.
· Monitor pending Purchase Orders and delivery schedules.
Vendor Coordination
· Communicate with vendors regarding prices, availability, delivery schedules, and payment terms.
· Maintain an updated supplier/vendor database.
· Follow up with vendors for quotations and required documents.
· Assist the Purchase Manager in vendor evaluation and selection.
· Coordinate with suppliers regarding shortages, damages, replacements, and quality issues.
Documentation & Records
· Maintain Purchase Orders, quotations, comparative statements, invoices, delivery challans, and other purchase documents.
· Ensure proper filing and documentation of purchase transactions.
· Update purchase registers and procurement records.
· Assist in preparing daily, weekly, and monthly purchase reports.
· Coordinate with Accounts for invoice verification and payment-related documentation.
Stores & Inventory Coordination
· Coordinate with the Stores Department regarding stock availability.
· Check material requirements before initiating purchases.
· Monitor minimum stock levels for regular and critical items.
· Follow up on pending materials and shortages.
· Assist in maintaining proper documentation for received materials.
3. Department Coordination
The Purchase Assistant will coordinate with:
· Purchase / Procurement Department
· Stores / Warehouse
· Finance & Accounts
· Production / Operations
· Maintenance
· Administration
· Vendors / Suppliers
4. Key Performance Indicators (KPIs)
· Timely processing of purchase requests
· Timely delivery follow-up
· Accuracy of Purchase Orders and documentation
· Vendor response and coordination
· Reduction in delayed purchases
· Proper maintenance of purchase records
· Compliance with purchase procedures
5. Qualification
· Any Bachelor’s Degree / Diploma in Business Administration, Commerce, Supply Chain, Logistics, or a related field.
· Previous experience in Purchase / Procurement will be preferred.
6. Required Skills
· Basic knowledge of procurement and purchasing procedures
· Good communication and negotiation skills
· Vendor coordination and follow-up skills
· Good knowledge of MS Excel and MS Office
· Basic knowledge of ERP / purchase management software
· Good documentation and record-keeping skills
· Ability to work under pressure and meet deadlines
· Good analytical and organizational skills
7. Personal Attributes
· Responsible and organized
· Honest and trustworthy
· Good attention to detail
· Proactive approach
· Team player
· Good follow-up skills
· Willingness to learn and take additional responsibilities
8. Accountability
The General Purchase Assistant is responsible for providing effective administrative and operational support to the Purchase Department and ensuring that purchase-related activities and documentation are completed accurately and on time.
Pay: ₹17,000.00 - ₹22,000.00 per month
Benefits:
- Flexible schedule
- Health insurance
- Provident Fund
Work Location: In person
