Job Description

: Purchase & Stores Executive
Location: Ahmedabad
Employment Type: Full-Time
CTC: 4-5 LPA (Net Take-Home: 25,000 - 32,000 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)

Skills Required