A2. Job Purpose
• Buy raw materials (base oil, additives) and packaging materials on time.
• Buy at the right price and in the right quantity.
• Make sure production never stops for want of material.
• Make sure domestic and export dispatches are not delayed.
• Avoid extra stock that blocks money.
• Keep all purchase records correct and complete.
A3. Main Responsibilities
Purchase Orders
• Receive material requirements (indents) from production, stores and quality.
• Check the requirement is approved before buying.
• Send enquiries to suppliers.
• Take at least 3 quotations.
• Prepare a comparison of quotations (price, freight, tax, credit days).
• Make purchase orders (PO) in Tally / ERP.
• Get the PO approved by the Purchase Manager.
• Send the PO to the supplier.
• Get written confirmation of quantity, rate and delivery date.
• Change or close POs when needed, with approval.
Follow-up and Delivery
• Keep a list of all pending orders.
• Follow up with suppliers every day.
• Confirm vehicle number and driver phone number in advance.
• Confirm expected arrival date and time.
• Coordinate base oil tanker deliveries.
• Coordinate packaging material truck deliveries.
• Plan deliveries as per the production plan.
• Check storage space before material arrives.
• Inform the Purchase Manager early about any delay.
• Handle urgent purchases with proper approval.
Stock Control
• Check stock of all materials regularly.
• Order before stock reaches the reorder level.
• Check stock plus pending orders before ordering again.
• Calculate how many days the stock will last.
• Keep supplier minimum order quantity (MOQ) in mind.
• Report slow-moving and unused materials.
• Report materials near expiry.
• Help in monthly physical stock count.
Import Support
• Follow up with overseas suppliers for proforma invoice.
• Request advance / LC payment through accounts.
• Collect shipping documents (invoice, packing list, bill of lading, COA, MSDS).
• Coordinate with customs agent (CHA) for clearance.
• Track shipment arrival date.
• Keep an import shipment list updated.
Export Support
• Get export order details from the export team.
• Arrange export labels and cartons.
• Arrange pallets (fumigated where needed).
• Arrange shrink wrap and other export packing.
• Make sure all material reaches before the loading date.
Material Receipt and Quality
• Check invoice and e-way bill with every delivery.
• Check test certificate (COA) with every oil / chemical delivery.
• Match received material with the PO.
• Inform quality team for testing.
• Do not allow use of material before quality approval.
• Inform supplier in writing about shortage or rejection.
• Arrange return or replacement of rejected material.
• Raise debit notes through accounts.
Bills and Payments
• Match PO, material receipt (GRN) and supplier bill.
• Sort out rate or quantity differences with supplier.
• Check GST number and GST details on bills.
• Check e-way bill details.
• Give accounts a weekly list of payments due.
• Mark MSME suppliers for payment within 45 days.
• Track advances paid to suppliers.
Suppliers
• Collect documents from new suppliers (GST, PAN, bank, MSME).
• Create new suppliers in Tally / ERP.
• Keep supplier phone, email and contact person updated.
• Keep supplier lead time and MOQ updated.
• Find new suppliers for important materials.
• Keep record of supplier delivery and quality performance.
Reports
• Daily report of pending orders and deliveries.
• Weekly report of late deliveries.
• Monthly report of purchases by material and supplier.
• Monthly report of price changes.
• Report of slow-moving stock.
• Check all figures and units before sending.
Records and Ethics
• Keep a complete file for every purchase.
• Keep files ready for audit.
• Keep supplier prices confidential.
• Do not accept gifts or favours from suppliers.
• Follow company purchase rules.
General & Sales Coordination
• Coordinate with the sales team on customer order requirements and dispatch dates.
• Share material availability status with sales before order confirmation.
• Arrange packing material for urgent and special customer orders.
• Coordinate with production, stores, dispatch and accounts for smooth order execution.
• Handle general coordination work assigned by the Purchase Manager / management.
• Attend internal meetings and follow up on action points.
Reports Generation from Software
• Generate purchase, stock and pending-order reports from Tally / ERP.
• Export data from software to Excel and prepare summaries.
• Prepare supplier-wise and material-wise purchase reports.
• Prepare stock ageing and reorder-level reports.
• Check software data against physical records and correct errors.
• Share MIS reports with management on time.
A4. Daily / Weekly / Monthly Work
Daily • Check pending orders and follow up.
• Check deliveries due today.
• Check stock of important materials.
• Update order tracker.
Weekly • Review stock against reorder levels.
• Send payment-due list to accounts.
• Report late deliveries.
Monthly • Monthly purchase report.
• Slow-moving stock report.
• Help in physical stock count.
• Close completed purchase orders.
PART B - EXPECTATIONS FROM CANDIDATE
What the company expects the candidate to bring and deliver.
B1. Eligibility
Qualification Graduate ( / / BBA)
Experience 3 to 6 years in purchase, in a manufacturing company
Notice Period Preferably 30 days or less
B2. Skills Required
Analytical Skills
• Good with numbers.
• Reorder level and stock calculations.
• Compares quotations on total cost.
• Finds mistakes in bills and data.
• Makes reports in Excel.
• Understands price changes.
Operational Skills
• Hands-on purchase work in Tally / ERP.
• Daily follow-up discipline.
• Knows GST and e-way bill.
• Knows import / export documents.
• Handles urgent work calmly.
• Plans work as per production.
Communication Skills
• Writes clear emails to suppliers.
• Speaks politely and firmly on phone.
• Fluent in Hindi.
• Working knowledge of English.
• Coordinates with production, stores, quality, accounts and sales.
• Informs seniors early about problems.
Industry Knowledge
• Basic idea of lubricants (engine oil, gear oil, hydraulic oil).
• Basic idea of base oil and additives.
• Basic idea of packaging materials (bottles, buckets, barrels, labels, cartons).
• Knows COA and MSDS.
B3. Software Knowledge
• Tally / SAP / any ERP - purchase module.
• MS Excel - VLOOKUP, pivot table, SUMIF.
• Email (Outlook / Gmail).
• GST portal - checking GST number.
3 - 8 Years
2 Openings
5.0 - 6.0 Lac/Yr
Face-to-Face interview
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