Pharmacy - Backend Process

Kauvery Hospital; Tiruchirappalli; On-site; INR 350,000 - 550,000; Full time

Job summary

Kauvery Hospital in Tiruchirappalli, Tamil Nadu, is seeking a dedicated Pharmacy Purchase & Procurement professional to manage end-to-end procurement, inventory coordination and documentation.

You will coordinate with vendors, process purchase orders, monitor stock levels, and ensure timely delivery while maintaining compliance with hospital policies and regulatory requirements.

Responsibilities

• Pharmacy Purchase & Procurement: Prepare purchase requirements based on stock levels, consumption, indent, and reorder requirements.
• Process purchase orders for medicines, consumables, surgical items, and other pharmacy requirements.
• Coordinate with approved vendors for availability, pricing, delivery schedules, and order confirmation.
• Follow up on pending purchase orders and ensure timely delivery.
• Source products as per approved specifications and hospital requirements.
• Coordinate with vendors for emergency and urgent pharmacy requirements.

Job description

Job Purpose

To manage the end-to-end backend pharmacy purchase process, ensuring timely procurement of medicines and pharmacy items, accurate documentation, proper inventory coordination, vendor follow-up, and uninterrupted availability of required stock.

Key Responsibilities

1. Pharmacy Purchase & Procurement

• Prepare purchase requirements based on stock levels, consumption, indent, and reorder requirements.
• Process purchase orders for medicines, consumables, surgical items, and other pharmacy requirements.
• Coordinate with approved vendors for availability, pricing, delivery schedules, and order confirmation.
• Follow up on pending purchase orders and ensure timely delivery.
• Source products as per approved specifications and hospital requirements.
• Coordinate with vendors for emergency and urgent pharmacy requirements.

2. Inventory & Stock Coordination

• Monitor stock levels and identify fast-moving, slow-moving, non-moving, and critical items.
• Coordinate with the pharmacy/store team regarding stock availability and replenishment.
• Ensure purchases are aligned with minimum/maximum stock levels.
• Monitor near-expiry and excess-stock situations and coordinate appropriate action.
• Avoid stock-outs while maintaining optimum inventory levels.

3. Purchase Order & Documentation

• Prepare and maintain purchase orders accurately.
• Verify product name, strength, dosage form, pack size, quantity, rate, discount, tax, and other applicable details.
• Maintain purchase records, vendor quotations, comparative statements, approvals, and related documents.
• Ensure all purchase transactions are properly documented and traceable.
• Coordinate with Accounts/Finance for invoice and payment-related queries.

4. Vendor Management

• Maintain effective communication with approved pharmacy vendors.
• Obtain quotations and negotiate rates wherever applicable within company policies.
• Compare vendor prices, availability, discounts, credit terms, and delivery timelines.
• Follow up for short supply, damaged goods, wrong items, and delayed deliveries.
• Escalate recurring vendor issues to the concerned authority.

5. System & Data Management

• Enter purchase-related transactions accurately into the ERP/software system.
• Maintain updated vendor and item master information as required.
• Generate purchase and stock-related reports.
• Reconcile purchase orders, received quantities, and invoices when required.
• Maintain accurate records for audit purposes.

6. Coordination

• Coordinate with Pharmacy, Stores, Finance/Accounts, Clinical departments, and vendors.
• Respond promptly to purchase-related queries.
• Support internal and external audits by providing required purchase documentation.
• Ensure compliance with hospital procurement procedures and applicable pharmacy regulations.