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Randstad Logo Randstad · Purchasing

Purchase Executive

India, Gurgaon · Job Posted June 28, 2026
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Job Description

Swiss Military is looking for a responsible and detail-oriented Purchase Executive who can manage day-to-day purchase operations, backend data entry, documentation, vendor coordination, PO/PI/GRN/invoicing process, and proper filing of purchase records. The candidate should be organized, accurate with data, and capable of supporting the complete purchase cycle from requirement to billing closure.

Job Responsibility

  • Manage daily purchase and procurement operations as per company requirements
  • Prepare, maintain, and track Purchase Orders, Proforma Invoices, GRN, Tax Invoices, vendor bills, and related documents
  • Coordinate with vendors, suppliers, internal departments, warehouse, accounts, and operations teams for smooth purchase processing
  • Maintain accurate backend data entry in Excel, ERP, Google Sheets, or internal systems
  • Follow up with vendors for quotations, order confirmations, PI, dispatch details, delivery timelines, invoices, and pending documents
  • Compare quotations, rates, delivery timelines, and terms before purchase confirmation
  • Track pending purchase orders, material delivery status, invoice status, payment follow-ups, and documentation closure
  • Coordinate with warehouse team for material receipt, quantity verification, GRN creation, and mismatch resolution
  • Handle purchase documentation, invoice filing, vendor records, approval records, and payment-support documents
  • Verify invoices against PO, PI, GRN, quantity received, agreed rates, GST details, and other commercial terms
  • Maintain proper records of purchase bills, debit notes, credit notes, challans, E-way bills, transport documents, and supporting paperwork
  • Support vendor onboarding and maintain vendor master data with GST, PAN, bank details, address, contact person, and product/service details
  • Prepare daily, weekly, and monthly purchase reports including pending PO, open PI, received material, invoice status, vendor payment status, and purchase summary
  • Coordinate with accounts team for invoice submission, payment processing, reconciliation, and vendor ledger queries
  • Ensure all purchase documents are properly filed physically and digitally for easy audit and future reference

Requirements

  • Strong knowledge of MS Excel is mandatory
  • Candidate should be comfortable with VLOOKUP/XLOOKUP, Pivot Table, IF, SUMIF, COUNTIF, filters, sorting, data validation, and basic reporting
  • Good experience in backend data entry and documentation
  • Knowledge of PO, PI, GRN, invoice processing, vendor coordination, and purchase filing
  • Basic understanding of GST invoices, E-way bills, purchase records, and billing documents
  • Good communication skills for vendor and internal team coordination
  • High attention to detail and accuracy in data entry
  • Ability to handle multiple purchase requirements and follow up regularly
  • Should be organized, responsible, and able to maintain proper documentation

Nice to have

  • Experience in purchase, procurement, backend operations, vendor coordination, warehouse coordination, or supply chain support
  • Experience in consumer goods, luggage, bags, electronics, retail, e-commerce, trading, or manufacturing industry will be preferred
  • Knowledge of ERP/SAP/Tally/Busy or any inventory/purchase management system will be an added advantage
  • Graduate in any stream
  • B.Com, BBA, or diploma/certification in purchase, supply chain, or operations will be preferred
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