Procurement Executive

Job Summary:

The Procurement Executive is responsible for executing and optimizing the procurement, shipping, and inventory processes to support smooth and cost-effective supply chain operations. This includes handling purchase orders, coordinating with suppliers and logistics providers, ensuring documentation compliance, resolving discrepancies, and maintaining systems and records. The role also focuses on cost control, performance tracking, and the continuous improvement of procurement and shipping practices.

Key Responsibilities:

1. Procurement & Order Management

2. Convert approved purchase requisitions into purchase orders (POs).

3. Send and follow up on POs with suppliers, including acknowledgment, changes, or cancellations.
4. Ensure accurate PO due dates in the system and communicate changes promptly.

5. Validate and submit supplier invoices for payment approval.

6. Logistics Coordination

7. Plan and oversee end-to-end shipping processes, including transportation, delivery scheduling, and warehouse coordination.

8. Collaborate with suppliers, carriers, and freight forwarders to arrange timely delivery of international and domestic shipments.
9. Select appropriate shipping methods based on cost, lead time, and customer requirements.
10. Monitor in-loading logistics to manage warehouse resources effectively.
11. Address and resolve shipping-related concerns such as damaged goods, incorrect shipments, and delivery delays.

12. Validate freight invoices and coordinate with Accounts for payment processing.

13. Documentation & Compliance

14. Prepare and maintain commercial invoices, packing lists, and customs declarations.

15. Ensure all trade documentation complies with relevant regulations for import/export, taxation, and hazardous materials.

16. Inventory Management

17. Collaborate with Category Management team to ensure optimal stock levels and fulfilment readiness.

18. Work with warehouse teams to resolve inventory discrepancies, receiving critical shipment.
19. Track and highlight aging or slow-moving inventory across categories.

20. Push for timely actions to clear aging stock, including supplier returns, promotions, repurposing, or disposal strategies.

21. Communication & Collaboration

22. Serve as liaison between Finance, and Category Management teams, Warehouse, Sales and Customer Development team.

23. Communicate shipping details, tracking information, and resolve issues as they arise.

24. Provide timely updates on shipment readiness, status, and estimated delivery timelines.

25. Problem Resolution

26. Proactively identify and resolve procurement or shipping issues.

27. Resolving Quality complaints

28. Develop contingency plans to minimize impact on business operations.

29. Freight Cost Optimization

30. Monitor freight costs and identify cost-saving opportunities through consolidation, routing, and negotiation.

31. Work with finance to allocate accurate shipping costs and improve cost transparency.

32. Performance Monitoring & Continuous Improvement

33. Track key performance indicators (KPIs) including on-time delivery, shipping accuracy, and cost efficiency.

34. Continuously evaluate and improve procurement and logistics processes.
35. Support internal audits and compliance assessments.

Job Requirements

• Diploma or bachelor's degree in supply chain management, Logistics, Business Administration, or equivalent experience.
• 2–4 years of relevant experience in procurement, shipping, or logistics.
• Proficiency in ERP.
• Strong understanding of import/export regulations and trade compliance.
• Excellent verbal and written communication skills.
• Proven problem-solving and analytical abilities.
• Strong attention to detail and organizational skills.
• Ability to multitask and meet tight deadlines in a fast-paced environment.