Buyer Job Description, KRAs and Skills

A Buyer raises and follows up purchase orders for the items assigned to them and keeps deliveries on track. They take approved requisitions, get quotes where needed, place orders against agreed prices and suppliers, and chase delivery until the material arrives. The role reports to the Purchase Manager or Senior Buyer. A good buyer keeps orders accurate and on time, follows up before parts run short, updates the system honestly, and builds steady working relationships with the suppliers who serve their item list.

Detail	For this role
Department	Procurement and Purchase
Level	Entry level
Reports to	Purchase Manager
Direct reports	None
Experience	1 to 3 years in buying or purchase support

Buyer job description template

Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.

Job title: Buyer

Department: Procurement and Purchase

Reports to: Purchase Manager

Location: [City], [office, branch or site]

About the role

Key responsibilities

Take approved requisitions for assigned items and turn them into purchase orders in the system.
Get quotes for items without a standing price and compare them before ordering.
Place orders against agreed prices, suppliers and delivery terms with correct specifications.
Follow up suppliers on order confirmation, dispatch and delivery until material arrives.
Expedite delivery on items running short and flag risks to the purchase manager early.
Coordinate with stores on goods receipt and clear routine short supply or quantity issues.
Update order status, delivery dates and prices in the system honestly and on time.
Support goods receipt and invoice queries with order details for accounts.
Maintain supplier contact and price records for the assigned items.
Escalate delivery or price problems that need a manager decision.

Requirements

Graduate in commerce, engineering or arts
A purchase or supply chain course is an advantage
Basic knowledge of GST on purchases
1 to 3 years in buying or purchase support

KRAs and KPIs for a Buyer

Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.

Key result area	How to measure it
Order turnaround	Requisition to purchase order time within the agreed service standard
On time delivery	Assigned items delivered on time above the agreed threshold
Order accuracy	Purchase orders raised without error above the agreed accuracy level
Follow up	Open orders followed up before the promised delivery date
System updates	Order status and dates kept current in the system daily
Shortage prevention	Stockouts on assigned items kept near zero

Skills and tools

Purchase order raisingQuote comparisonDelivery follow upERP purchasingSupplier coordinationBasic negotiationMS ExcelAttention to detailFollow throughCommunication

Tools used day to day: SAP MM, Tally Prime, MS Excel, ERP purchasing, Email.

Reporting line and career path

Moves up from: Purchase Assistant, Purchase Coordinator, Procurement Executive
Next roles: Senior Buyer, Purchase Officer, Commodity Buyer

Interview questions for a Buyer

How do you make sure an assigned item never runs short?
How do you follow up a supplier who keeps promising and slipping?
What do you check before you place a purchase order?
How do you compare two quotes that differ on price and delivery?
A store reports short supply against your order. What do you do?
How do you keep order status accurate in the system every day?

Managing a Buyer in ZeniaHR

AttendanceOffice or plant based on general hours. Web punch from the approved office network or biometric punch at the gate suits the role. Standard office attendance rules for grace and late marks apply through the settings.LeavePlan leave so assigned items are handed to a colleague and open orders are covered, especially near production peaks. The leave ledger tracks balances and the team leave calendar shows cover.Performance and KRAsSet order turnaround, on time delivery and order accuracy as goals and review them in a monthly scorecard, with a quarterly review. New joiners get a probation review rated one to five with a comment.

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Frequently asked questions

What does a Buyer do?

A Buyer raises and follows up purchase orders for assigned items. They take requisitions, get quotes where needed, place orders against agreed prices and suppliers, and chase delivery until material arrives. They update the system, coordinate goods receipt with stores and escalate problems that need a manager decision.

What is the difference between a Buyer and a Purchase Executive?

The two roles overlap and titles vary by company. A Buyer usually focuses on placing and following up orders for a set item list. A Purchase Executive often covers a wider slice of the process, including quotes, goods receipt and payment follow up. Both are hands on buying roles.

What qualifications do you need to become a Buyer?

A Buyer role usually needs a graduate degree in commerce, engineering or arts. Employers value a purchase or supply chain course, comfort with a purchasing system and spreadsheets, and a basic grasp of GST on purchases. Careful follow up and accuracy matter as much as the degree.