01Overview
Role:Executive Procurement
Location:Mumbai
Experience Required 23 years in procurement / purchase operations in manufacturing
Education B.E. / BTech (Mech. / Production / Industrial) or B.Com / BBA with strong technical orientation
PURPOSE OF THE ROLE:
The Executive Procurement is the operational backbone of the sourcing function. This role ensures indents get converted to purchase orders on time, deliveries are tracked relentlessly, goods received match specifications, invoices match POs, and the entire procurement data trail is clean, current, and auditable.
Beyond execution, this role builds the analytical infrastructure consumption reports, budget variance analyses, vendor performance trackers that allow the Head of Sourcing and the Director to make informed decisions. In a mid-tier plant, this role is also the first point of contact for internal users (Production, Maintenance, Quality) for day-to-day procurement queries.
A. Purchase Order Execution & ; Delivery Management
- Process approved indents and convert to Purchase Orders in Epicor within defined TAT (target: 2448 hours standard, 4 hours emergency).
- Ensure every PO contains: correct item description and specification, approved vendor and negotiated rate, delivery schedule, payment terms, GST details (HSN code, tax rate), and standard T& ;C annexure.
- Track open PO delivery schedules daily. Maintain a PO tracking register with expected dates, vendor confirmations, and follow-up notes. Escalate delays before the committed date lapses not after.
- Coordinate inbound logistics for heavy / oversized items (roll shipments, fabricated components, imported spares): transporter coordination, E-way bill generation, unloading supervision.
- Manage GRN process: verify material matches PO specifications, coordinate QC inspection, process GRN in ERP within 24 hours of physical receipt.
B. Budget Tracking & ; Consumption Analysis
- Maintain monthly actual vs. budget spend trackers for every procurement category (spares, consumables, utilities, services, CAPEX). This is the core analytical deliverable of the role.
- Prepare variance analysis with transparent decomposition: volume variance (consumption quantity vs. plan) vs. rate variance (actual price vs. budgeted rate) vs. specification variance. The Head of Sourcing should never have to ask why is spend higher this report must pre-answer it.
- Track consumption trends for key consumables: rolling emulsion (litres/MT rolled), HNX gas (Nm/tonne annealed), packing material (cost/MT dispatched), hydraulic oil (litres/quarter), work rolls / backup rolls (tonnes rolled per mm diameter consumed).
- Flag abnormal consumption patterns to the Head of Sourcing and department heads. A bearing consumption spike may indicate an alignment problem this roles data should trigger the investigation.
- Prepare the monthly Procurement MIS: total spend by category, PO count and value, vendor- wise distribution, savings tracking, pending deliveries, and open PO ageing analysis.
C. Vendor Database & ; Documentation Management
- Maintain the master vendor database in Epicor: company details, GST registration, bank details, contacts, product categories, approved items, negotiated rates, contract validity.
- Manage all procurement documentation: rate contracts, comparative statements, negotiation records, vendor evaluations, quality certificates, warranty documents, AMC agreements. Everything digitised and retrievable.
- Support the Head of Sourcing in preparing RFQ documents, bid comparison sheets, and techno- commercial evaluation matrices for high-value procurements.
- Coordinate vendor registration: collect and verify GST certificates, PAN, MSME/Udyam registration, cancelled cheques, quality certifications. Vendor onboarding compliance before any PO release.
D. Invoice Processing & Payment Coordination
- Execute 3-way matching (PO GRN Invoice) for all transactions. Target: >98% matched within 7 days of receipt.
- Coordinate with Accounts Payable for payment within agreed credit terms. Maintain payment tracker: no late payments (preserve vendor terms), no early payments (preserve cash flow).
- Resolve invoice discrepancies proactively: quantity mismatch, rate mismatch, GST errors. Every unresolved invoice beyond 15 days must be escalated with a resolution plan.
- Maintain accurate creditor ageing data for procurement reporting.
E. Stores Coordination & ; Inventory Oversight
- Coordinate with Stores on material receipt, inspection, and bin allocation.
- Monitor reorder points and safety stock for critical spares and fast-moving consumables. Generate reorder alerts from ERP and initiate indent/PO proactively.
- Support physical stock verification (monthly cycle counts, annual audit) and reconcile with ERP records.
- Flag slow-moving and non-moving inventory for disposition: return to vendor, inter-plant transfer, or scrap. .
