Purchase & Front Office Executive

Position: Purchase & Front Office Executive

Department: Purchase / Administration

Employment Type: Full-Time

Experience Required: Minimum 3 Years

Location: Bengaluru

About the Role

We are looking for an organised, proactive, and responsible Purchase & Front Office Executive to manage day-to-day purchasing activities and front-office operations.

The selected candidate will be responsible for coordinating with suppliers, obtaining and comparing quotations, preparing purchase orders, following up on material deliveries, maintaining procurement records, and coordinating material requirements with the production, projects, and technical teams.

In addition to purchasing responsibilities, the candidate will manage the reception and front office, including handling visitors, incoming calls, couriers, documents, and general administrative coordination.

The role requires strong communication, vendor follow-up, coordination, and organisational skills.

 Key Responsibilities

Purchase & Procurement

• Receive and coordinate material purchase requirements from the production, projects, technical, and other internal teams.
• Send enquiries and Requests for Quotations (RFQs) to suppliers.
• Obtain quotations from multiple vendors and prepare quotation comparison statements.
• Compare and evaluate supplier quotations based on price, delivery schedule, payment terms, and other commercial requirements.
• Coordinate with management for supplier selection and purchase approvals.
• Prepare and issue Purchase Orders (POs) based on approved requirements.
• Follow up with suppliers for order confirmation and committed delivery schedules.
• Closely track pending purchase orders and material delivery status.
• Ensure timely follow-up with suppliers to avoid material shortages and production or project delays.
• Coordinate urgent material requirements with suppliers and internal departments.
• Coordinate with stores, production, projects, and technical teams regarding material requirements and deliveries.
• Source and identify new suppliers for materials, products, and services as required.
• Maintain and update supplier and vendor information.
• Negotiate prices, payment terms, and delivery schedules with suppliers, where required.
• Maintain proper records of enquiries, quotations, comparison statements, purchase orders, and supplier correspondence.
• Coordinate with the accounts team regarding supplier invoices, supporting documents, and payment follow-ups.
• Assist in resolving discrepancies related to purchase orders, invoices, quantities, specifications, or material deliveries.
• Maintain and update purchase information in the company's ERP and internal tracking systems.
• Prepare pending material reports, purchase status reports, and other procurement-related reports as required.
• Follow up on assigned purchase requirements until completion and ensure timely closure.

Front Office & Administration

• Manage the reception and front-office area in a professional manner.
• Welcome and assist visitors, suppliers, clients, and other guests.
• Attend and direct incoming telephone calls to the appropriate person or department.
• Coordinate with employees regarding visitors and scheduled appointments.
• Handle incoming and outgoing couriers, parcels, and documents.
• Maintain visitor, courier, and document records.
• Receive supplier invoices, delivery documents, and other correspondence and forward them to the concerned department.
• Coordinate internal document collection and distribution.
• Maintain a professional, organised, and presentable reception area.
• Provide general administrative and office coordination support when required.

Required Skills & Competencies

• Minimum 3 years of relevant work experience in purchasing, procurement, administration, or a similar role.
• Good understanding of purchasing and procurement processes.
• Strong supplier coordination and follow-up skills.
• Good negotiation and commercial communication skills.
• Ability to obtain, compare, and evaluate supplier quotations.
• Strong organisational and time-management skills.
• Ability to manage multiple purchase requirements and priorities simultaneously.
• Good documentation and record-keeping skills.
• Proficiency in Microsoft Excel, Word, email, and basic office applications.
• Experience working with ERP or purchase management systems will be an advantage.
• Professional, presentable, and confident in handling visitors and suppliers.
• Proactive, responsible, and capable of working with minimal supervision.
• Strong sense of ownership and ability to follow up on tasks until completion.

Language Requirements

Proficiency in the following languages is mandatory:

• English
• Hindi
• Kannada

The candidate should be able to communicate effectively with suppliers, visitors, clients, and internal teams in all three languages.

Qualification & Experience

• Bachelor's Degree / Diploma in Commerce, Business Administration, Supply Chain Management, or a relevant discipline.
• Minimum 3 years of relevant work experience is mandatory.
• Previous purchasing or procurement experience in a manufacturing, engineering, construction, or project-based organisation is preferred.

Preferred Candidate Profile

We are looking for a candidate who is smart, presentable, organised, proactive, and strong in follow-ups. The ideal candidate should be comfortable communicating and negotiating with suppliers, coordinating with multiple internal departments, managing purchase priorities, and professionally handling front-office responsibilities. The candidate should have a strong sense of responsibility, be willing to take ownership of assigned tasks, and independently follow up on purchase requirements until completion.