Purchase Order & Follow-up Executive

Central Books; Goregaon; On-site; INR 250,000 - 350,000; Full time

Job summary

Central Books in Goregaon, Mumbai seeks a Purchase Order & Follow-up Executive to ensure timely processing and closure of purchase orders for books, stationery, and educational products. You will coordinate with vendors and internal teams to maintain supplier communication, monitor order status, and expedite deliveries.

The role requires 1–2 years in procurement or supply chain, proficiency in MS Excel and ERP systems, and focus on accurate procurement documentation.

Qualifications

• Graduate in any discipline.
• 1–2 years of experience in Purchase, Procurement, Vendor Coordination, or Supply Chain.
• Proficiency in MS Excel, ERP systems, and procurement documentation.
• Experience in books, stationery, retail, distribution, FMCG, or manufacturing is an added advantage.

Responsibilities

• Procure and compare quotations from multiple vendors for stationery and related products.
• Prepare and issue Purchase Orders (POs) as per approved procurement requirements.
• Share POs with vendors and obtain order confirmations.
• Maintain accurate records of purchase orders and procurement documentation.
• Develop and maintain relationships with suppliers to ensure reliable service.
• Track PO status from order placement to delivery and follow up to expedite orders.
• Coordinate with vendors on order modifications, shortages, delays, or quality concerns.
• Monitor timely receipt of goods and coordinate with Warehouse, Procurement, Logistics, and Finance for smooth inward processing.
• Resolve delivery issues and supply disruptions with vendors and ensure uninterrupted supply of materials.
• Support supplier performance evaluation and prepare procurement status MIS reports.

Skills

Vendor Coordination

Procurement documentation

Supply Chain knowledge

Education

Graduate in any discipline

Tools

MS Excel

ERP systems

Procurement documentation

Job description

Job Purpose

The Purchase Order & Follow-up Executive is responsible for ensuring the timely processing, tracking, and closure of purchase orders while coordinating with vendors and internal stakeholders. The role focuses on maintaining supplier communication, monitoring order status, ensuring on-time deliveries, and supporting uninterrupted procurement operations across books, stationery, educational products, and kitting requirements.

Key Responsibilities

Purchase Order Management

• Obtain and compare quotations from multiple vendors for stationery and related products.
• Prepare and issue Purchase Orders (POs) as per approved procurement requirements.
• Share POs with vendors and obtain order confirmations.
• Maintain accurate records of purchase orders and procurement documentation.

Vendor Coordination & Follow-up

• Develop and maintain effective relationships with suppliers to ensure reliable service.
• Track purchase order status from order placement to delivery.
• Follow up regularly with vendors to expedite pending orders and ensure adherence to committed timelines.
• Coordinate with vendors regarding order modifications, shortages, delays, or quality concerns.

Delivery & Supply Coordination

• Monitor timely receipt of goods and services as per agreed schedules.
• Coordinate with Warehouse, Procurement, Logistics, and Finance teams for smooth inward processing.
• Resolve delivery issues, supply disruptions, and product discrepancies with vendors.
• Ensure uninterrupted supply of materials to support business operations.

Supplier Performance & Documentation

• Support supplier performance evaluation based on delivery, quality, responsiveness, and service levels.
• Maintain procurement trackers, follow-up reports, vendor communication records, and delivery status reports.
• Prepare periodic MIS reports on pending POs, delivery performance, and procurement status.

Required Qualifications

• Graduate in any discipline.
• 1 to 2 years of experience in Purchase, Procurement, Vendor Coordination, or Supply Chain.
• Proficiency in MS Excel, ERP systems, and procurement documentation.
• Experience in books, stationery, retail, distribution, FMCG, or manufacturing will be an added advantage.