Purchase Coordinator

Purchase Coordinator - Mumbai

Educational Qualification

• Graduate degree in any discipline, preferably in Commerce, Business Administration, Supply Chain Management, or a related field.
• Diploma or certification in Procurement / Supply Chain Management will be an added advantage.

Professional Experience

• 2–5 years of relevant experience in purchase coordination, procurement, or supply chain operations.
• Experience in educational institutions, construction, infrastructure, facilities management, or project-based organizations will be preferred.
• Freshers with relevant qualifications and strong coordination skills may also be considered.

Key Responsibilities

• Coordinate the end-to-end purchase process, from receiving purchase requisitions to order placement and delivery.
• Obtain quotations from vendors and prepare comparative statements for evaluation and approval.
• Coordinate with internal departments to understand purchase requirements, specifications, quantities, and delivery timelines.
• Identify and communicate with vendors and suppliers for quotations, product availability, pricing, and delivery schedules.
• Prepare and process Purchase Orders (POs) as per approved requirements and procurement procedures.
• Follow up with vendors to ensure timely delivery of materials, goods, and services.
• Coordinate with stores and user departments for material receipt, inspection, and documentation.
• Maintain and update purchase records, vendor databases, quotation files, purchase orders, and related documentation.
• Assist in vendor evaluation and maintain records of vendor performance, pricing, and service quality.
• Coordinate with the Accounts / Finance Department regarding invoices, payment status, and discrepancies.
• Verify purchase-related documents such as quotations, invoices, delivery challans, and purchase orders.
• Monitor pending purchase orders and provide regular status updates to the reporting manager.
• Support negotiations with vendors to obtain competitive prices and favorable commercial terms.
• Ensure purchases are made in accordance with organizational policies, approved budgets, and procurement procedures.
• Handle follow-ups and resolve issues related to delayed deliveries, incorrect supplies, quality concerns, and invoice discrepancies.
• Prepare periodic purchase reports, MIS, and other procurement-related statements as required.
• Maintain confidentiality of commercial and vendor-related information.
• Perform any other purchase and procurement-related duties assigned by the reporting manager.