Job Description

Job Title - Procurement Assistant

Department - Procurement / Administration

Reporting To - Procurement Manager

Job Location - CBD Belapur

Key Responsibilities

1. Inquiry & Quotation Management

Send inquiries to approved suppliers and transporters for materials and services.

Follow up with suppliers to obtain quotations within deadlines.

Verify and compare quotations to ensure accuracy in quantity, specifications, and rates.

Prepare comparison charts (price analysis sheets) for management review.

Assist in negotiating prices with suppliers and transporters to achieve cost efficiency.

Verify the final quotation before approval and order placement.

2. Purchase Order (PO) & Documentation

Verify Purchase Orders (POs) against approved quotations and ensure accuracy in quantity, price, terms, and conditions.

Ensure consignee details, RITES letters, and related Railway documentation are correctly mentioned.

Forward approved POs and supporting documents to suppliers.

Maintain a record of all approved and dispatched POs in both physical and digital files.

3. Dispatch & Transport Coordination

Send dispatch clearances to suppliers once documentation and inspection are verified.

Send inquiries to transporters, collect and compare quotations, and negotiate freight rates.

Prepare and verify dispatch instructions and clearance letters for transporters.

Follow up with drivers and site coordinators to ensure on-time delivery at project sites.

Coordinate with stores and project teams for confirmation of material receipt.

4. Bank Guarantee (BG) & EMD Tracking

Maintain and update records of all Bank Guarantees (BGs) and Earnest Money Deposits (EMDs) for projects and tenders.

Verify statements periodically and ensure renewals or closures are completed on time.

Support Procurement Manager in documentation related to tender participation and project compliance.

5. Vendor Communication & Correspondence

Handle email communication with suppliers, vendors, and internal departments.

Check and print company emails relevant to procurement for filing and action.

Draft letters, emails, and general correspondence for vendor and client communication.

Ensure professional communication and follow-up etiquette with all stakeholders.

6. Record Keeping & Filing

Maintain an organized physical filing system for purchase orders, invoices, and dispatch records.

Ensure digital filing of all procurement-related documents for easy retrieval.

Update and maintain the procurement tracker regularly.

Support the department during internal audits or ISO documentation checks.

Qualifications

Education:

Minimum: Graduate (B.Com / B.A. / BBA) Preferred: Diploma or Certification in Procurement / Supply Chain / Administration
Experience:

Minimum 5-8 years of experience in procurement, purchasing, or vendor coordination roles. Experience in electromechanical, railway, or construction industries preferred.
Technical Skills:

Strong knowledge of MS Excel, Word, and Email Communication. Familiarity with procurement processes, documentation, and logistics coordination. Ability to prepare comparison charts and track purchase orders efficiently.

Skills & Competencies

Strong coordination and communication skills. High attention to detail and accuracy in documentation. Ability to multitask and prioritize daily requirements. Professional and disciplined approach to supplier communication. Honest, reliable, and responsible with company documentation.

Salary Range

(based on experience and performance). Additional Benefits: PF, ESIC, and Statutory Benefits as per company norms. Opportunity for career progression to Procurement Executive / Procurement Officer roles based on performance.
Job Type: Full-time

Pay: ₹50,000.00 - ₹60,000.00 per month

Benefits:

Cell phone reimbursement
Experience:

Procurement: 5 years (Preferred)
Location:

Navi Mumbai, Maharashtra (Preferred)
Work Location: In person