Executive - Procurement & Administration

The incumbent will be responsible for managing procurement operations, vendor relationships, contract administration, asset management, and administrative services to ensure seamless organizational functioning and cost-effective procurement practices.

Key Responsibilities:

1) Procurement & Vendor Management:

• Manage end-to-end procurement activities, including sourcing, vendor evaluation, negotiations, purchase orders, and delivery coordination.
• Develop and maintain relationships with vendors and service providers to ensure quality, cost efficiency, and timely delivery.
• Conduct vendor assessments and monitor vendor performance against agreed service levels.
• Negotiate commercial terms, pricing, and contracts to achieve cost optimization and value enhancement.
• Ensure compliance with procurement policies, procedures, and approval frameworks.
• Coordinate with internal stakeholders to understand procurement requirements and ensure timely fulfillment.

2) Contract Management:

• Maintain and monitor vendor contracts, service agreements, and AMCs.
• Track contract validity and initiate timely renewals.
• Ensure vendors adhere to contractual obligations, SLAs, and agreed deliverables.
• Maintain proper documentation and records of all contracts and agreements.

3) Asset & Inventory Management:

• Manage fixed assets, including asset allocation, tracking, verification, and record maintenance.
• Oversee inventory management for office supplies, stationery, pantry items, and other consumables.
• Monitor stock levels and ensure optimum inventory availability.
• Maintain material inward and outward records and ensure proper documentation.

4) Administration & Facility Management:

• Coordinate facility management activities, including housekeeping, security, repairs, and maintenance.
• Ensure smooth functioning of office infrastructure and workplace facilities.
• Manage issuance of joining kits, ID cards, access cards, mobile connections, and other employee resources.
• Coordinate guest house arrangements and travel-related administrative requirements.
• Monitor project-related administrative work at corporate office and branch locations.
• Manage petty cash as per company policy and maintain related records.

5) Compliance & Stakeholder Coordination:

• Liaise with external agencies and government authorities, including municipal bodies, fire department, police, and regulatory agencies, as required.
• Support audits and ensure compliance with administrative and procurement processes.
• Escalate service gaps, security concerns, and operational issues to relevant stakeholders for timely resolution.\

Desired Candidate Profile:

Qualification:

• Graduate/Post Graduate from a recognized university.
• Additional certification in Procurement, Supply Chain, Materials Management, or Administration will be an advantage.

Experience:

• 4-8 years of experience in Procurement, Vendor Management, Administration, and Facility Management.
• Experience in corporate procurement and contract management preferred.