Purchasing Manager

About SoftWebPOS

SoftWebPOS is a Surat-based technology firm delivering comprehensive solutions in website development, e-commerce, ERP, web portals, desktop and mobile applications across diverse sectors. We emphasize technology-driven business improvements for our clients.

Role Overview

We seek a proactive and meticulous Purchasing Manager to oversee procurement activities, maintain supplier partnerships, negotiate pricing, manage inventory needs, and generate procurement analytics. Expertise in Microsoft Excel and analytical skills are essential for data-driven decision-making. Prior experience in sourcing mobile phone spare parts is advantageous, but not mandatory.

Key Responsibilities

• Handle daily purchasing and procurement aligned with organizational needs.
• Identify and develop trustworthy suppliers, manufacturers, distributors, and wholesalers.
• Source products nationally and internationally ensuring competitive prices and steady availability.
• Obtain and review supplier quotes to find the most advantageous terms balancing price, quality, lead times, and payment conditions.
• Conduct negotiations around prices, minimum order quantities, payment terms, delivery timelines, warranties, and other commercial parameters.
• Generate, manage, and monitor purchase orders from initiation to delivery.
• Collaborate with inventory, warehouse, sales, finance, and management teams to define procurement requirements.
• Track stock levels and sales patterns to optimize replenishment, avoiding shortages or excess stock.
• Keep comprehensive, updated records of suppliers, quotations, costs, orders, and delivery progress.
• Evaluate supplier performance focusing on quality, pricing, delivery adherence, and order accuracy.
• Resolve procurement issues such as delays, discrepancies, defective goods, product replacements, and supplier claims.
• Research market pricing trends to discover cost reduction and improved purchasing opportunities.
• Analyze procurement data to compile management reports regularly.
• Utilize advanced Excel techniques to handle large data sets, perform price comparisons, monitor trends, and facilitate procurement planning.
• Maintain accurate data within ERP, inventory, or procurement platforms.
• Develop alternative suppliers to minimize vendor dependency and enhance product availability.
• Ensure compliance with company policies, approval workflows, and budget constraints in all purchasing processes.

Required Qualifications and Skills

• Proven background in purchasing, procurement, vendor management, or sourcing.
• Advanced proficiency in Microsoft Excel is critical.
• Strong negotiation and supplier relationship management capabilities.
• Experience comparing quotations, cost analysis, and securing advantageous contractual terms.
• Solid understanding of purchase order processing, supplier payments, delivery scheduling, and inventory demands.
• Excellent analytical abilities enabling data-supported purchasing decisions.
• Familiarity with ERP and procurement or inventory management software.
• Ability to oversee multiple procurement needs efficiently under deadlines.
• Attention to detail with pricing, order quantities, product specs, and documentation accuracy.
• Effective written and oral communication skills.
• Collaborative skills to coordinate across various departments and external suppliers.
• Preferably holding a bachelor's degree in Commerce, Business Administration, Supply Chain Management, or related fields.

Advanced Excel Capabilities

• Expertise in PivotTables and PivotCharts for data summarization.
• Proficient use of lookup functions: XLOOKUP, VLOOKUP, INDEX-MATCH.
• Experience with conditional formulas like SUMIFS, COUNTIFS, IF.
• Skills in data sanitation including sorting, filtering, and duplicate removal.
• Comparing supplier quotations and benchmarking prices.
• Analyzing purchase history and inventory metrics.
• Calculating purchasing costs and identifying cost-saving opportunities.
• Utilizing conditional formatting and data validation to enforce data integrity.
• Preparing comprehensive management reports and dashboards.
• Power Query knowledge is a plus.

Preferred Additional Experience

• Experience in sourcing mobile phone spare parts, electronic accessories, or components.
• Knowledgeable of suppliers and distributors within mobile phone parts industry.
• Exposure to both domestic and international procurement processes.
• Understanding of import logistics including freight, shipping terms, and landed cost calculations.
• Proficiency in stock forecasting, replenishment planning, and supplier performance review.

Employment Conditions

• Job location: Surat, Gujarat, India
• Work modality: Full-time, on-site at Surat office; remote work is not available.
• Candidate must be committed to working from the Surat office full-time.
• We expect the candidate to take autonomous charge of purchasing operations, strengthen supplier relationships, optimize procurement expenses, and enhance purchasing efficiency via data analytics.