Assistant Purchasing Manager

Job Summary:

The Purchase Manager is responsible for managing end-to-end procurement activities in line with SEVA Purchase SOPs. The role ensures transparency, cost control, timely procurement, compliance with approval matrices, and effective vendor management for routine, AMC, and capital expenditures.

Key Responsibilities:

1. Purchase Planning & Requisition Management

• Ensure all purchases are initiated through proper Purchase Requisition Forms (PRF)
• Verify requisitions for item details, specifications, budget, and justification
• Coordinate with Department Heads (HODs) and Branch Managers (BM) for requirement validation

2. Expense-wise Purchase Handling

A. Non-Capital / Routine Expenses

• Ensure purchases up to ?1,00,000 are approved by BM as per SOP
• Obtain minimum 3 quotations for each purchase
• Finalize vendors based on lowest price and quality compliance
• Establish rate contracts with vendors for 36 months for recurring items
• Monitor purchases of stationery, housekeeping, pantry, marketing, repairs, etc.

B. Annual Maintenance Contracts (AMC)

• Coordinate with BM and HODs to identify AMC requirements
• Ensure minimum 3 quotations are collected and evaluated
• Review costing and vendor selection before approval
• Process approvals from CEO & MD
• Maintain AMC tracker and ensure timely renewals
• Manage AMC for workshop equipment, IT systems, solar, etc.

C. Capital / Fixed Asset / Project Purchases

• Ensure proper PRF approval flow (HOD ? BM ? Procurement)
• Identify and evaluate suppliers based on quality, pricing, and past performance
• Conduct negotiations for best commercial terms
• Ensure compliance with approval hierarchy for capital expenditures

3. Vendor Management & Procurement

• Develop and maintain a strong vendor base
• Ensure minimum 3 quotations and comparative analysis (L1 basis)
• Negotiate pricing, payment terms, and delivery timelines
• Maintain vendor performance records

4. Purchase Order (PO) Management

• Generate and issue Purchase Orders with complete details
• Ensure PO includes item specifications, quantity, pricing, and payment terms
• Share PO with BM and respective HODs

5. Delivery & Inventory Coordination

• Coordinate with stores/receiving team for material receipt
• Ensure verification of quantity, quality, and condition of goods
• Resolve discrepancies with suppliers

6. Invoice Processing & Payment Coordination

• Verify invoices against PO, quotations, and delivery challans
• Ensure proper documentation before forwarding to Accounts
• Coordinate for timely vendor payments as per agreed terms

7. Documentation & Audit Compliance

• Maintain complete documentation:
• PRF
• Quotations
• PO
• Delivery Challans
• Tax Invoices
• Ensure readiness for internal audits
• Support audit process and compliance reporting
• Coordinate with auditors and management (as per SOP structure)

8. Process Compliance & Communication

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• Ensure strict adherence to SEVA Purchase SOP
• Maintain transparency in procurement process
• Communicate all approvals and updates via official email channels
• Ensure proper email marking to stakeholders (BM, HOD, Accounts, Management)

Key Skills Required:

• Strong knowledge of procurement processes and SOP compliance
• Vendor negotiation and cost control skills
• Knowledge of automobile dealership operations
• Good documentation and audit handling capability
• Proficiency in MS Excel and ERP/DMS systems
• Strong coordination and communication skills

Educational Qualification:

• Graduate in Commerce / Business Administration / Supply Chain
• Certification in Procurement / Materials Management (preferred)

Experience Required:

• 48 years of experience in Purchase/Procurement
• Minimum 23 years in automobile dealership preferred

Key Performance Indicators (KPIs):

• Cost savings and budget adherence
• Vendor performance and quotation compliance (minimum 3 quotes)
• Timely procurement and zero stock-out situations
• Audit compliance and documentation accuracy
• AMC tracking and renewal efficiency

Additional Requirements:

• Ability to handle multi-branch procurement coordination
• Strong follow-up and negotiation skills
• High level of integrity and transparency