Position: Purchase Executive / Assistant Manager – Purchase
Department: Purchase / Procurement
Location: The Marque Club - Gachibowli, Hyderabad
Reports To: Purchase Manager / Finance Manager / General Manager

Job Purpose

To manage and coordinate the procurement of food, beverages, housekeeping supplies, engineering materials, operating supplies, stationery, uniforms and other requirements for hotel and club operations. The role will ensure timely availability of quality materials at competitive prices while maintaining proper procurement controls, vendor relationships and documentation.

Key Responsibilities1. Procurement & Purchasing

- Receive and review purchase requisitions from various departments.
- Source materials, products and services based on approved specifications and operational requirements.
- Obtain quotations from approved and potential vendors and conduct price comparisons.
- Negotiate prices, credit terms, delivery schedules and other commercial terms with suppliers.
- Prepare purchase orders as per approved requirements and company procurement procedures.
- Ensure timely delivery of materials to avoid operational shortages.
- Follow up with vendors regarding pending orders, deliveries and discrepancies.
- Ensure purchases are made from approved vendors and within authorized budgets.

2. Hotel & Club Procurement

Manage procurement requirements including, but not limited to:

- Food ingredients and grocery items
- Fruits, vegetables, dairy and other perishables
- Beverages and bar requirements
- Housekeeping chemicals and consumables
- Guest amenities and operating supplies
- Engineering and maintenance materials
- Electrical, plumbing and hardware items
- Stationery and office supplies
- Uniforms and linen-related requirements
- F&B; service equipment and crockery/cutlery
- Club-specific operating and event requirements
- Other non-food and general procurement requirements

3. Vendor Management

- Identify and evaluate current suppliers based on quality, price, service and reliability.
- Maintain an updated vendor database and supplier documentation.
- Develop and maintain strong professional relationships with vendors.
- Monitor vendor performance in terms of quality, price, delivery and service.
- Coordinate vendor negotiations and periodic rate reviews.
- Address supply, quality and delivery-related issues with vendors.
- Support vendor onboarding and documentation as per company policy.

4.



Cost Control & Commercial Management

- Ensure procurement is carried out at the most competitive commercial terms without compromising quality.
- Compare market prices periodically and identify cost-saving opportunities.
- Monitor price fluctuations, particularly for food, beverages and other regularly purchased items.
- Negotiate bulk purchase benefits, credit terms, discounts and other commercial advantages.
- Support management in identifying alternative products or suppliers where cost optimization is possible.
- Ensure purchases are within approved budgets and authorization limits.

5. Quality & Specification Control

- Ensure materials purchased meet the specifications and quality standards approved by the respective departments.
- Coordinate with Stores, F&B;, Housekeeping, Engineering and other departments for quality verification.
- Escalate rejected, damaged, short-supplied or incorrect materials to the concerned vendor.
- Coordinate replacement or credit note for rejected or damaged supplies.
- Ensure consistency of quality for frequently purchased products.

6. Inventory & Stores Coordination

- Coordinate closely with the Stores team to monitor stock levels and procurement requirements.
- Review minimum and maximum stock levels for critical items.
- Avoid overstocking, stock-outs and unnecessary emergency purchases.
- Monitor slow-moving and non-moving items and communicate relevant information to management.
- Coordinate with Stores for proper receipt and documentation of purchased materials.

7. Documentation & Compliance

- Ensure proper documentation for purchase requisitions, quotations, comparative statements, purchase orders and invoices.
- Maintain records of vendor quotations and negotiated rates.
- Ensure procurement follows the organization's approval matrix and SOPs.
- Coordinate with Finance and Stores for three-way matching of PO, GRN and invoice, wherever applicable.
- Ensure vendor invoices and supporting documents are submitted accurately and on time.
- Maintain confidentiality of vendor pricing and commercial information.

8.



Reporting

Prepare and maintain reports such as:

- Daily/weekly purchase status
- Pending purchase orders
- Vendor comparison statements
- Purchase price comparison
- Monthly purchase analysis
- Department-wise purchase reports
- Cost-saving reports
- Vendor performance reports
- Outstanding/pending delivery reports

Candidate Profile

Education: Graduate in Commerce, Business Administration, Hotel Management, Supply Chain Management or a related field.

Experience:

- Purchase Executive: 2–4 years of relevant experience in hotel, resort, club or hospitality procurement.
- Assistant Manager – Purchase: 4–7 years of relevant experience in hotel, resort, club or hospitality procurement.

Experience in a premium/luxury hotel or members' club will be preferred.

Required Skills

- Strong negotiation and vendor management skills
- Good knowledge of hotel procurement
- Understanding of F&B; and non-food purchasing
- Good knowledge of market rates and supplier networks
- Strong analytical and commercial skills
- Valuable knowledge of MS Excel and procurement/POS/ERP systems
- Good communication and interpersonal skills
- Strong follow-up and coordination skills
- Ability to work under pressure and meet operational deadlines
- High level of integrity and confidentiality

Key Competencies

- Procurement & Sourcing
- Vendor Management
- Negotiation Skills
- Cost Control
- Market Analysis
- Inventory Coordination
- Quality Management
- Commercial Awareness
- Problem Solving
- Planning & Organization
- Communication
- Teamwork

Key Performance Indicators (KPIs)

- Procurement cost savings
- Purchase price variance
- Timely availability of materials
- Vendor delivery performance
- Quality/rejection rate
- Reduction in emergency purchases
- Compliance with procurement SOPs
- Vendor performance and service levels
- Accuracy and completeness of procurement documentation
- Department/stakeholder satisfaction

Preferred Candidate Profile

The ideal candidate should have hands-on experience in hotel/club procurement, strong knowledge of local supplier markets, excellent negotiation skills and the ability to balance quality, cost and timely availability. Experience in procurement for F&B;, housekeeping, engineering and premium club operations will be an added advantage.

Pay: ₹25,000.00 - ₹40,000.00 per month

Perks:

- Food provided

Work Location: In person

📌 Purchase Executive (India)
🏢 The Marque. Club
📍 India