Procurement Coordinator

Job purpose:

To co-ordinate and assist the HODs in timely purchase of maintenance spares, consumables, equipment for the terminal

Key responsibilities:

• 1. Import Clearance and Documentation
• Ensure timely clearance of imported goods, spare parts, and equipment as per customs regulations.
• Coordinate with clearing agents & freight forwarders to resolve issues related to documentation, duties and compliance.
• Liaison with the supplier / vendor in order to ensure that the correct and relevant document is furnished.
• Verify and maintain all import-related documents, including invoices, packing lists, bill of lading, duty challans, bill of entry, etc.
• Keep records updated for audit and compliance purposes.
• Track shipment schedules and provide updates to the engineering team on expected delivery timelines.
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• 2. Scrap Disposal Management
• Coordinate with the central procurement team and buyers for the timely and compliant disposal of scrap material (e.g., metals, old equipment, unusable spares).
• Ensure adherence to environmental, legal and company policies related to scrap disposal.
• Obtaining all the necessary internal approvals for the scrap disposal.
• Facilitate buyer inspections, approvals and documentation processes related to scrap sales.
• Ensure realization of maximum commercial value for scrap through proper coordination the procurement team.
• Manage logistics for smooth removal of scrap from the terminal.
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• 3. Purchase Order Management (Less than 25K)
• Collate the requirement of < INR 25K materials from the users.
• Discuss with the potential suppliers regarding the pricing of the material.
• Support in the evaluation and comparison of quotations based on pricing, lead time, and technical compliance.
• Track and monitor PO status, shipping, and delivery schedules to ensure on-time receipt of materials.
• Plan and execute procurement within dry docking budget limits; highlight potential cost overruns with justifications.
• Facilitate emergency procurement requirements during live dry-docking activities by coordinating with vendors and expediting delivery.
• Maintain updated order trackers and procurement logs.
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• 4. Procurement Coordination (Engineering Department)
• Work as SPOC between the Engineering department and the central procurement team.
• Follow up on pending PRs to ensure timely conversion to Purchase Orders POs.
• Track and expedite delivery schedules for ongoing POs.
• Resolve issues related to vendor follow-ups, delayed deliveries, and documentation.
• Support the engineering team in ensuring correctness in scope, specifications and supporting documents.
• Monitor and periodically report the status of all procurement-related.
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• 5. Compliance and Process Improvement
• Ensure adherence to all statutory, customs, and internal compliance requirements.
• Ensure that the company’s procurement policies and procedures are followed.
• Ensure documentation compliance for audit and reporting purposes.
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• 6. Internal and External Collaboration
• Publish periodic reports on PR/PO status, import clearance, and scrap disposal.
• Build and maintain cooperative relationships with key suppliers to ensure service continuity and performance.
• Support internal and external audits by providing necessary data and documents.
• Ensure timely payments to vendors as per the agreed terms

Skills and competencies:

• Graduate in Mechanical / Production / Electrical Engineering
• Knowledge of purchasing; receiving; invoice processing; maintenance and auditing.
• Sound working knowledge of maintenance workshop, terminal systems, and terminal plant and equipment.
• Experience in Purchasing including imports for at least 5 - 8 years.
• A sound knowledge of inventory control procedures
• Computer literacy and keyboard skills

Educational Qualification (min) - Graduate in Mechanical / Production / Electrical Engineering

Range/ Min no of years - of overall Experience required - Minimum 5 - 8 years of practical experience in Purchasing including imports