Purchase Executive – Imports and Procurement

Role Overview

We are seeking a Purchase Executive specialized in imports and procurement to manage the end-to-end process of sourcing raw materials from international vendors. The role encompasses handling inquiries, negotiating shipment and freight terms, coordinating documentation, and ensuring timely clearance and payment processes.

Key Responsibilities

• Manage raw material inquiries with overseas suppliers and obtain Proforma Invoices for order placement.
• Issue Purchase Orders and follow up rigorously to ensure prompt shipment dispatches.
• Negotiate freight charges and finalize shipment nominations to optimize costs and timelines.
• Monitor vessel arrival schedules and ensure shipments arrive as planned.
• Scrutinize and finalize shipping documents including Bill of Lading, Free Trade Agreements, and related customs paperwork.
• Liaise with Customs House Agents to facilitate clearance and oversee Bill of Entry filing.
• Prepare Letters of Credit applications and coordinate with banks to track SWIFT messages and payments.
• Arrange payment of duties and shipping line charges in a timely manner.
• Compile and submit supplier payment documents while coordinating with the Accounts department.
• Verify and approve invoices received from Customs House Agents and freight service providers.
• Manage issuance of Way Bills ensuring smooth and timely delivery.
• Prepare costing Purchase Orders after delivery confirmation and maintain comprehensive MIS reports on funds, shipments, clearances, and pending orders.

Required Knowledge and Skills

• In-depth understanding of import documentation including Bill of Entry, Bill of Lading, Free Trade Agreements, Letters of Credit, and customs clearance processes.
• Experience handling vendor and logistics coordination with overseas suppliers, customs agents, freight forwarders, and shipping lines.
• Strong negotiation skills and the ability to communicate effectively with multiple stakeholders.
• Proficiency in managing banking procedures related to Letters of Credit, SWIFT follow-ups, and bank interactions.
• Strong analytical abilities with advanced Excel and reporting skills for MIS documentation.
• Meticulous attention to detail ensuring accuracy and compliance in document verification and payment processes.