Purchase Specialist

About the Role

The Purchase Specialist is responsible for end-to-end purchase order management, accurate and timely processing of GRN, invoice, stock transfer and expense entries, and debit/credit note documentation. The role also owns key reconciliation and reporting deliverables that ensure accuracy and transparency between purchase records, vendor accounts, and financial systems, while consistently pursuing self-development to stay current with best practices.

Key Responsibilities

• Purchase Order Management
• Raise purchase orders and follow up so that 100% of POs are issued within 24 hours of requisition, with daily tracking of open POs.
• Ensure 100% accuracy of B2B purchase reconciliation on a monthly basis with zero unresolved differences.
• Process domestic and global POs within defined turnaround time (TAT) and SLA.
• Maintain 100% accuracy in PO documentation, including correct vendor details, quantity, rate and approvals.
• GRN, Invoice, Stock Transfer & Expense Entries
• Match GRN entries with corresponding POs within 24 hours of receipt, ensuring full accuracy.
• Post stock transfer entries on the same day of transfer, with zero entries pending beyond 24 hours.
• Process payment vouchers and expense entries promptly following approval.
• Carry out stock valuation as and when required.
• Debit Note & Credit Note Processing
• Raise debit and credit notes with correct values and complete supporting documentation.
• Process all DN/CN transactions promptly following approval.
• Ensure supporting documents are attached and filed for every DN/CN raised.
• Reconciliation & Reporting
• Prepare and submit brand-wise outstanding summaries on a weekly basis, as required.
• Complete monthly PO reconciliation with full accuracy.
• Conduct weekly Vinculum vs FCA purchase reconciliation with at least 99% line-item match, escalating discrepancies within 48 hours of week-close.
• Resolve at least 90% of discrepancies across all reconciliations within 5–7 working days of identification, with zero repeat discrepancies.
• Inventory & Brand Reconciliation
• Carry out inventory reconciliation in Vinculum and FCA (internal software systems), with inventory closing completed on a monthly basis.
• Perform inventory roll-forward and valuation on a monthly basis.
• Conduct brand-wise ledger reconciliation.
• Self-Training & Skill Development
• Undertake at least one self-initiated learning activity each quarter to build functional and process knowledge.

Requirements & Tech Stack

• Strong attention to detail and accuracy in documentation and data entry.
• Working knowledge of purchase and inventory management processes.
• Proficiency in reconciliation and reporting across purchase and finance systems (e.g., Vinculum, FCA).
• Ability to manage multiple priorities and meet strict TATs and SLAs.
• Good communication and coordination skills for vendor and cross-functional follow-ups.
• Proficiency in MS Excel and ERP/accounting systems.

Qualifications

• Graduate in Commerce, Finance, or a related field.
• Prior experience in purchase, accounts payable, or procurement functions preferred.