Purchase Executive

Ethics Infotech; Vadodara; On-site; INR 400,000 - 750,000; Full time

Job summary

Ethics Infotech in Vadodara, Gujarat, seeks an experienced Procurement Specialist to manage sourcing of computer equipment, peripherals, and related components. You will coordinate with OEMs, distributors, and system integrators to ensure timely delivery, prepare RFQs, compare quotes, and negotiate favorable terms.

You will process P2P activities, maintain ERP records (Odoo/SAP MM), and assist accounts with invoicing and reconciliations.

Qualifications

• 2–4 years of experience in purchase/procurement of computer equipment, peripherals, and accessories.
• Good working knowledge of desktops, laptops, servers, networking equipment, storage systems, peripherals, and related components.
• Experience in dealing with OEMs, distributors, and vendors for quotations, follow-ups, and deliveries.
• Working knowledge of ERP/procurement platforms (Odoo, SAP MM, or equivalent) and MS Excel.

Responsibilities

• Source computer equipment, peripherals, and accessories from OEMs and distributors.
• Coordinate with OEMs, distributors, and system integrators to meet requirements within timelines.
• Raise RFQs and obtain quotations; prepare comparative statements on price, specs, delivery, warranty, and terms.
• Ensure quotations match technical specs and quantities; confirm vendor capabilities.
• Handle day-to-day P2P: requisition review, PO issuance, confirmations, and delivery follow-ups.
• Support accounts with invoice verification and resolve vendor payment queries.
• Maintain ERP records (Odoo or equivalent) with proper documentation.
• Track warranty, AMC/contracts, and serial numbers; coordinate warranty claims and RMAs.
• Maintain vendor onboarding data and approved vendor lists.

Skills

Procurement

ERP systems

MS Excel

Vendor management

Negotiation

Tools

Odoo

SAP MM

Job description

• 2–4 years of experience in purchase/procurement of computer equipment, peripherals, and accessories, preferably in an IT services, systems integration, or equipment distribution environment
• Good working knowledge of desktops, laptops, servers, networking equipment, storage systems, peripherals, and related components
• Experience in dealing with OEMs, distributors, and vendors for quotations, follow-ups, and deliveries
• Working knowledge of ERP/procurement platforms (Odoo, SAP MM, or equivalent) and MS Excel
• Good communication, negotiation, and follow-up skills, with attention to detail and ability to manage multiple orders

Role & Responsibilities

Sourcing & Vendor Coordination

• Support the Purchase Manager in sourcing computer equipment, peripherals, and accessories — desktops, laptops, servers, networking equipment (routers, switches, firewalls), storage systems, and related components
• Identify and coordinate with OEMs, authorized distributors, and system integrators to meet requirements within the required timelines
• Maintain and update the approved vendor list, vendor contact details, and product/price catalogues
• Assist in vendor onboarding by collecting and verifying vendor documents (GST, PAN, bank details, etc.)
• Track market trends, product availability, and EOL/EOS notices, and flag potential supply issues to the Purchase Manager

Quotations, Negotiation & Cost Support

• Raise RFQs and obtain quotations from multiple vendors against purchase requisitions
• Prepare comparative statements covering price, specification, delivery timelines, warranty, and payment terms
• Negotiate prices, delivery schedules, and warranty/support terms with vendors within the limits set by the Purchase Manager
• Conduct regular price checks and benchmarking to help maintain competitive pricing

Technical Understanding & Requirement Handling

• Coordinate with IT, engineering, and project teams to understand requirements and confirm the technical specifications before ordering
• Ensure quotations and supplied items match the specification, model, quantity, and quality requested
• Maintain working knowledge of product configurations, compatibility, and interoperability across equipment categories

Procure-to-Pay (P2P) & ERP Operations

• Handle day-to-day purchase operations — requisition review, purchase order preparation and issuance, order confirmation, and delivery follow-up
• Coordinate with the warehouse for goods receipt (GRN) and verify received material against the PO and delivery challan
• Support accounts in invoice verification and reconciliation, and resolve vendor billing or payment queries
• Record all purchase transactions accurately in the ERP system (Odoo or equivalent) with proper documentation
• Follow approval workflows and the authorization matrix as per company policy

Order Tracking, Warranty & Inventory Support

• Follow up with vendors on open orders, track deliveries, and keep requesting teams informed of status and delays
• Maintain records of warranty, AMC/support contracts, and serial numbers for purchased equipment
• Coordinate warranty claims, RMA, and vendor repair/replacement follow-ups
• Work with IT and warehouse teams to monitor stock levels and raise timely replenishment requirements

Compliance & Documentation

• Ensure purchase documents comply with GST, TDS, and company procurement policies, and support import/customs paperwork where applicable
• Maintain organized, audit-ready records of quotations, POs, invoices, delivery documents, and vendor communication
• Support the Purchase Manager in preparing and following up on vendor agreements, SLAs, and terms & conditions

Reporting & Process Improvement

• Prepare periodic purchase MIS reports, such as pending POs, vendor-wise purchases, and price comparisons
• Support spend analysis and cost-saving reporting for the Purchase Manager
• Suggest improvements to purchase processes and assist with e-procurement/digital tool adoption

Good To Have

• MBA or postgraduate diploma in Materials Management, Supply Chain Management, or Operations
• Certification or training in procurement or supply chain management
• Prior experience in pharma, logistics, warehouse automation, or government-sector procurement
• Familiarity with e-procurement/e-sourcing platforms and digital procurement tools