Purchase Executive

Ethics Infotech LLP; Vadodara; On-site; INR 600,000 - 800,000; Full time

Job summary

Ethics Infotech LLP is seeking a procurement professional to support IT hardware purchasing in Vadodara. The role centers on sourcing desktops, laptops, servers, networking gear, and related components, coordinating with OEMs and vendors, and ensuring timely deliveries.

You will maintain vendor catalogs, handle RFQs, compare offers, negotiate terms, and ensure GST/compliance while aligning with ERP processes (Odoo/SAP MM). Strong communication and detail orientation are essential.

Qualifications

• 2–4 years of experience in purchase/procurement of computer equipment, peripherals, and accessories.
• 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.

Responsibilities

• Support the Purchase Manager in sourcing computer equipment, peripherals, and accessories — desktops, laptops, servers, networking equipment, 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Negotiation

Communication

Follow-up

Attention to detail

Multi-tasking

Education

MBA / Materials Management

Tools

Odoo

SAP MM

MS Excel

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

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