Procurement Assistant

Job Title - Procurement Assistant

Department - Procurement / Administration

Reporting To - Procurement Manager

Job Location - CBD Belapur

Key Responsibilities

1. Inquiry & Quotation Management

· Send inquiries to approved suppliers and transporters for materials and services.

· Follow up with suppliers to obtain quotations within deadlines.

· Verify and compare quotations to ensure accuracy in quantity, specifications, and rates.

· Prepare comparison charts (price analysis sheets) for management review.

· Assist in negotiating prices with suppliers and transporters to achieve cost efficiency.

· Verify the final quotation before approval and order placement.

2. Purchase Order (PO) & Documentation

· Verify Purchase Orders (POs) against approved quotations and ensure accuracy in quantity, price, terms, and conditions.

· Ensure consignee details, RITES letters, and related Railway documentation are correctly mentioned.

· Forward approved POs and supporting documents to suppliers.

· Maintain a record of all approved and dispatched POs in both physical and digital files.

3. Dispatch & Transport Coordination

· Send dispatch clearances to suppliers once documentation and inspection are verified.

· Send inquiries to transporters, collect and compare quotations, and negotiate freight rates.

· Prepare and verify dispatch instructions and clearance letters for transporters.

· Follow up with drivers and site coordinators to ensure on-time delivery at project sites.

· Coordinate with stores and project teams for confirmation of material receipt.

4. Bank Guarantee (BG) & EMD Tracking

· Maintain and update records of all Bank Guarantees (BGs) and Earnest Money Deposits (EMDs) for projects and tenders.

· Verify statements periodically and ensure renewals or closures are completed on time.

· Support Procurement Manager in documentation related to tender participation and project compliance.

5. Vendor Communication & Correspondence

· Handle email communication with suppliers, vendors, and internal departments.

· Check and print company emails relevant to procurement for filing and action.

· Draft letters, emails, and general correspondence for vendor and client communication.

· Ensure professional communication and follow-up etiquette with all stakeholders.

6. Record Keeping & Filing

· Maintain an organized physical filing system for purchase orders, invoices, and dispatch records.

· Ensure digital filing of all procurement-related documents for easy retrieval.

· Update and maintain the procurement tracker regularly.

· Support the department during internal audits or ISO documentation checks.

Qualifications

Education:

• Minimum: Graduate (B.Com / B.A. / BBA)

• Preferred: Diploma or Certification in Procurement / Supply Chain / Administration

Experience:

• Minimum 5–8 years of experience in procurement, purchasing, or vendor coordination roles.

• Experience in electromechanical, railway, or construction industries preferred.

Technical Skills:

• Strong knowledge of MS Excel, Word, and Email Communication.

• Familiarity with procurement processes, documentation, and logistics coordination.

• Ability to prepare comparison charts and track purchase orders efficiently.

Skills & Competencies

• Strong coordination and communication skills.

• High attention to detail and accuracy in documentation.

• Ability to multitask and prioritize daily requirements.

• Professional and disciplined approach to supplier communication.

• Honest, reliable, and responsible with company documentation.

Salary Range

• (based on experience and performance).

• Additional Benefits: PF, ESIC, and Statutory Benefits as per company norms.

• Opportunity for career progression to Procurement Executive / Procurement Officer roles based on performance.

Job Type: Full-time

Pay: ₹50,000.00 - ₹60,000.00 per month

Benefits:

• Cell phone reimbursement

Experience:

• Procurement: 5 years (Preferred)

Location:

• Navi Mumbai, Maharashtra (Preferred)

Work Location: In person