Purchase & Stores Executive

Job Description: Purchase & Stores Executive

Location: Ahmedabad

Employment Type: Full-Time

CTC: 4–5 LPA (Net Take-Home: 25000 – 32000 per month)

Role Purpose

The Purchase & Stores Executive will be responsible for managing the end-to-end procurement cycle and inventory control from material requisition to vendor coordination GRN storage material issue and stock reconciliation. The role requires accurate and timely maintenance of all transactions in ERP (ERPNext) along with necessary manual records.

Key Responsibilities

1. Procurement (End-to-End)

• Receive and verify Material Requisitions (MR/PR) from design production and service teams

• Float RFQs collect quotations prepare comparative statements and assist in vendor finalization

• Source evaluate and negotiate with vendors to ensure cost-effective procurement

• Create and manage Purchase Orders in ERP as per approvals and budget guidelines

• Follow up with vendors on delivery schedules pending orders and commitments

• Coordinate with internal teams for urgent priority or substitute procurement

• Handle vendor registration relationship management and periodic supplier performance evaluation

2. Inward & GRN Management

• Coordinate inward material with Stores and QA (where applicable)

• Verify delivery challans and invoices against Purchase Orders

• Perform GRN / Purchase Receipt entries in ERP with proper document attachment

• Identify and report shortages damages or non-conformities and coordinate replacements or returns

3. Stores & Inventory Control

• Manage inward/outward material movement bin locations labeling and material preservation

• Execute material issues and stock entries for production projects services and internal use

• Maintain required manual registers (inward outward issue return) aligned with ERP data

• Monitor critical spares consumables fasteners electrical items and project-specific inventory

• Conduct periodic stock counts and cycle audits; resolve variances

• Maintain minimum stock levels and reorder points to avoid stock-outs

4. Coordination & Compliance

• Coordinate with Accounts for invoice submission PO matching and payment processing

• Ensure proper filing and traceability of all procurement and inventory documents

• Support audits and internal checks through accurate ERP and manual documentation

• Ensure strict adherence to ERP processes across departments

5. ERP & Documentation Ownership

• Ensure all procurement and inventory transactions are accurately recorded in ERP

• Support item master setup including UOM HSN and GST details (as required)

• Manage Purchase Orders Purchase Receipts (GRN) Stock Entries and Returns

• Assist in stock reconciliation and report generation

6. Logistics Coordination

• Manage inward and outward logistics operations

• Coordinate with transporters and courier agencies

• Track shipments to ensure timely delivery with minimal loss or delay

• Maintain complete logistics documentation

Skills & Competencies

• Strong understanding of procurement stores and inventory management processes

• Hands-on experience with ERP systems (ERPNext preferred)

• Good negotiation vendor management and follow-up skills

• Strong documentation discipline and attention to detail

• Working knowledge of MS Excel and MS Word

• Ability to coordinate effectively with production design QA and accounts teams

Qualification & Experience

• Experience: 2–3 years in procurement and stores/inventory
  (Manufacturing / Engineering / Automation industry preferred)

• Qualification: Diploma or Graduate (Mechanical / Electrical / Operations preferred)