Department

Procurement / Purchase

Reports To

Purchase Manager / Procurement Head

Job Summary

The Purchase Documentation Executive is responsible for preparing, maintaining, and controlling all purchase-related documents to ensure smooth procurement operations, accurate records, and compliance with company policies and audit requirements.

Key Responsibilities

Purchase Documentation & Records

Prepare and maintain purchase orders (POs), work orders, and amendments

Maintain vendor quotations, comparative statements, and approvals

Ensure accurate documentation of invoices, delivery challans, and GRNs

Maintain purchase registers and documentation files (physical & digital)

Vendor & Internal Coordination

Coordinate with suppliers for quotations, invoices, and required documents

Follow up with vendors for pending documentation or clarifications

Coordinate with stores, finance, and quality departments for document verification

Compliance & Audit Support

Ensure purchase documentation complies with company policies and procedures

Support internal and external audits by providing purchase records

Maintain traceability and proper filing for audit readiness

Reporting & Tracking

Track PO status, delivery timelines, and document completeness

Prepare purchase-related reports as required by management

Skills & Competencies

Strong documentation and record-keeping skills

Attention to detail and accuracy

Knowledge of procurement and purchasing processes

Proficiency in MS Excel, MS Word, and ERP systems (preferred)

Good communication and coordination skills

Qualifications

BE Mechanical or any other field.

1–5 years of experience in purchase documentation or procurement support

Preferred Experience

Experience in manufacturing or project-based procurement

Familiarity with ERP systems