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Purchase Executive Job Description

A purchase executive job description for manufacturing, construction, trading and services companies that need cost-effective, on-time procurement. It covers vendor sourcing, quotations, negotiation, POs, follow-up and records.

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[Company Logo][Company Name]

JOB DESCRIPTION – PURCHASE EXECUTIVE

Job Title:: Purchase Executive
Department:: Purchase / Procurement
Reports To:: Purchase Manager
Location:: [Work Location]
Employment Type:: Full-time, Permanent
Experience:: 2–5 years in purchase or procurement
Job Code:: [Reference Number]

About [Company Name]

[Company Name] is [one-line description of your business, products/services and team size]. Office address: [Company Address].

Job Summary

The Purchase Executive will procure [Material Categories] for [Company Name] at the best total cost, quality and delivery, managing vendors from sourcing to invoice clearance.

Key Responsibilities

Receive and review purchase requisitions
Identify and evaluate vendors, including new sources
Float RFQs and prepare comparative statements
Negotiate price, payment and delivery terms
Raise purchase orders in [ERP] after approvals
Follow up on deliveries and resolve shortages or rejections
Check vendor invoices for rates, GST and PO match
Maintain approved vendor list and rate contracts
Track inventory levels with stores to avoid stock-outs
Prepare monthly purchase MIS and savings reports

Required Skills

Negotiation
Vendor evaluation
ERP purchase module
GST invoicing basics
Excel analysis

Qualifications & Experience

Graduate / Diploma; engineering graduate preferred for technical items
2–5 years in purchase

Preferred Skills (Good to Have)

Import purchase experience
Knowledge of [Industry] materials
Supply chain certification

Key Performance Indicators (KPIs)

KPI	Target	Review Frequency
PO to delivery on time	[Percentage]%	Monthly
Cost savings vs last price	[Percentage]%	Quarterly
Stock-outs due to purchase delay	Zero	Monthly
Invoice discrepancies	Below [Percentage]%	Monthly

Salary Range

₹[Minimum CTC] – ₹[Maximum CTC] per annum (CTC), depending on experience and skills. Final offer will show the fixed and variable split and approximate in-hand salary.

Benefits

Provident Fund (EPF) and ESI as applicable, gratuity as per law
[Number] days of paid leave plus public holidays as per company policy
[Health insurance / group mediclaim cover]
Travel allowance for vendor visits

How to Apply

Send your CV with categories purchased and approximate annual spend handled. Send your application to [HR Email] with the subject line "Application – Purchase Executive – [Your Name]" or apply through [Application Link]. Last date to apply: [Date].

Prepared by
[HR Name]
Human Resources
Date: [Date]

Approved by
[Reporting Manager]
Purchase / Procurement
Date: [Date]

Download Word (.docx) — free

What this template includes

A job summary that explains why the purchase executive role exists and where it sits in Purchase / Procurement
10 role-specific responsibilities, starting with receive and review purchase requisitions
Required skills such as negotiation and vendor evaluation, so screening criteria are clear
Qualifications and experience (2–5 years in purchase or procurement) stated up front to filter applications
A KPI table, e.g. po to delivery on time, that later becomes the appraisal yardstick
Salary range, benefits and how-to-apply sections with placeholders ready to fill

When to use it

Material shortages are delaying production or projects
Purchase prices are not being benchmarked
Moving purchasing into an ERP
Separating purchase from stores

How to customise this template

1Replace [Company Name], [Work Location] and the reporting line (Purchase Manager) with your actual details
2Trim or reorder the responsibilities so the top three reflect what the purchase executive will spend most time on
3List the categories purchased (raw materials, consumables, capex, services) and the ERP used
4Fill in the salary range as annual CTC in ₹ and decide whether to show it publicly or only on request
5Set realistic targets in the KPI table with the hiring manager before the role goes live

HR tips

Mention purchase value or categories handled to set seniority
Include ethics and vendor gift policy expectations
Track savings and on-time delivery together so cost is not cut at the expense of supply

For HR & hiring managers

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Frequently asked questions

What does a purchase executive do?+

A purchase executive sources vendors, obtains and compares quotations, negotiates prices, raises purchase orders and follows up on deliveries and invoices.

What skills are required for purchase roles?+

Negotiation, vendor management, ERP purchase modules, cost analysis, GST invoice checks and Excel.

Is purchase executive the same as store keeper?+

No. Purchase buys materials; stores receives, stores and issues them.

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