Assistant Purchase Manager

SAI BABA POLYMER TECHNOLOGIES PRIVATE LIMITED (A Unit of Baba Group of Companies); Hyderabad; On-site; INR 600,000 - 1,100,000; Full time

Job summary

SAI BABA POLYMER TECHNOLOGIES PRIVATE LIMITED (A Unit of Baba Group of Companies) seeks an experienced procurement professional to manage end-to-end sourcing, vendor management, PO/SO processing, inventory monitoring, logistics coordination, ERP master data and compliance across multiple manufacturing locations in Hyderabad.

The role focuses on optimizing costs, ensuring timely material availability, and coordinating with technical, production and quality teams to align specifications and

Responsibilities

• Procurement & Vendor Management: Monitor requisitions from all manufacturing units and initiate procurement; float enquiries for new materials and obtain quotations; coordinate with tech, production, and quality for specs and approvals; evaluate quotations and negotiate terms; prepare CCS and approvals; create POs/SOs in ERP and ensure vendor acknowledgment.
• Material Planning & Delivery Coordination: Follow up with vendors for timely supply per schedules; share dispatch details and track material movement; coordinate with couriers/logistics for urgent requirements; monitor service procurement and replacements/ debit notes.
• Inventory & Operations Support: Monitor inventory levels across locations to avoid shortages/excess; review open POs and expedite; review vendor advances weekly and coordinate receipt, invoicing, settlement; coordinate with Stores for Material Receipt Reports and ERP/FOCUS entries.
• Vendor Payments & Reconciliation: Follow up with Head Office Accounts for vendor payments per PO terms; obtain SOAs and support reconciliation.
• ERP Master Data Management: Create Item Codes and Vendor Codes in ERP with accurate details; collect vendor registration docs (GST, PAN, MSME, bank details).
• Compliance & Documentation: Maintain procurement docs and filing; ensure adherence to policies, approvals, and standards;

Job description

JOB DESCRIPTION

Position Summary

The incumbent will be responsible for managing end-to-end procurement activities for the allotted Division across all manufacturing locations. The role involves sourcing, vendor management, purchase order processing, inventory monitoring, logistics coordination, ERP master data management, and ensuring timely availability of materials while optimizing costs and maintaining compliance with organizational procedures.

Key Responsibilities

Procurement & Vendor Management

1. Monitor purchase requisitions/indents from all manufacturing units on a daily basis and initiate procurement activities accordingly.
2. Float enquiries to suitable vendors for new material requirements and obtain competitive quotations.
3. Coordinate with technical, production, and quality teams to clarify material specifications and secure required approvals.
4. Evaluate quotations and negotiate pricing, delivery schedules, payment terms, and other commercial conditions with suppliers.
5. Prepare Cost Comparative Statements (CCS) and approval notes for procurement decisions and obtain approvals as per the Purchase Order authorization matrix.
6. Create and release Purchase Orders (POs) and Service Orders (SOs) through ERP systems and ensure vendor acknowledgment.

Material Planning & Delivery Coordination

1. Follow up with vendors to ensure timely supply of materials as per delivery schedules.
2. Share dispatch details with respective manufacturing units and track material movement.
3. Coordinate with courier partners, transporters, and logistics providers to ensure timely delivery, especially for urgent requirements.
4. Monitor service-related procurement activities and ensure fulfillment of service commitments by vendors.
5. Follow up on rejected materials and coordinate replacement, returns, and Debit Note processing with suppliers.

Inventory & Operations Support

1. Monitor inventory levels across manufacturing locations and ensure optimum stock availability to avoid shortages or excess inventory.
2. Review open Purchase Orders daily and expedite pending deliveries.
3. Review vendor advances on a weekly basis and coordinate material receipt, invoice submission, and settlement processes.
4. Coordinate with Stores personnel for timely Material Receipt Reports (MRR) and ensure movement of transactions into the ERP/FOCUS system.

Vendor Payments & Reconciliation

1. Follow up with Head Office Accounts for vendor payments and advance payment processing as per agreed PO terms.
2. Obtain Statements of Accounts from vendors and support reconciliation activities whenever required.

ERP Master Data Management

1. Create Item Codes in ERP on the same day of receiving requests by defining appropriate inventory groups, UOM, inventory models, and accurate item descriptions.
2. Create Vendor Codes in ERP by validating and entering all required information and statutory details.
3. Collect and verify documents required for vendor registration, including GST, PAN, bank details, MSME certificates, and other statutory records.

Compliance & Documentation

1. Maintain complete procurement documentation and filing systems for audit and compliance purposes.
2. Ensure adherence to procurement policies, approval procedures, and organizational standards.

Key Performance Indicators (KPIs)

• Timely processing of Purchase Requisitions and Purchase Orders.
• On-time material availability across manufacturing locations.
• Cost savings achieved through effective negotiation.
• Same-day Item Code and Vendor Code creation.
• Daily closure of open PO follow-ups.
• Weekly review and closure of vendor advances.
• Inventory optimization and reduction of stock-outs.
• Compliance with procurement policies and audit requirements.