Job Title: Purchase Executive

Department: Purchase / Procurement

Location: Mumbai

Experience: 2 - 4 Years

Industry: Hospitality / F&B; / Retail / Similar Industry

Role Purpose The Purchase Executive will be responsible for managing the end-to-end procurement of regular and project-related non-food items, ensuring timely availability of materials, cost-effective purchasing, accurate documentation, and effective coordination with internal departments and vendors.

Key Responsibilities

Purchase & Procurement

- Handle purchase requirements for Project, IT, HR, Marketing, Maintenance, Operations, and other departments.
- Manage procurement of project-related and regular non-food supplies.
- Raise and process Purchase Orders (POs) as per approved requirements.
- Ensure timely ordering and availability of regular non-food items such as crockery, cutlery, uniforms, stationery, maintenance supplies, IT and office supplies, and other operational requirements.

Vendor Coordination
- Coordinate with vendors for quotations, product availability, pricing, delivery timelines, and order status.
- Follow up with vendors to ensure timely delivery of materials.
- Support vendor evaluation and maintain professional vendor relationships.
- Ensure purchases are made from approved vendors and as per company requirements.

Purchase Order & Documentation
- Prepare and process POs accurately based on approved requisitions.
- Maintain proper records of POs, quotations, invoices, delivery documents, and other procurement-related documentation.
- Ensure all purchases follow the company's approval and procurement processes.

Invoice Management




- Collect and verify vendor invoices against POs and received materials.
- Coordinate with relevant departments for invoice verification and approvals.
- Submit invoices to the concerned Finance/Accounts team for further processing.
- Ensure discrepancies in invoices, quantities, rates, or deliveries are resolved promptly.

Interdepartmental Coordination
- Work closely with Project, IT, HR, Marketing, Maintenance, Operations, Finance, and other departments to understand and fulfil their procurement requirements.
- Maintain regular communication with stakeholders regarding order status, delays, and delivery timelines.

Key Performance Areas (KPAs)

- Timely fulfilment of purchase requirements
- Accuracy and completeness of Purchase Orders
- Vendor coordination and timely deliveries
- Cost-effective procurement
- Proper documentation and invoice submission
- Adherence to procurement policies and approval processes
- Effective coordination with internal departments

Required Skills & Competencies

- Valuable knowledge of procurement and purchase processes
- Strong vendor negotiation and coordination skills
- Good communication and interpersonal skills
- Strong follow-up and time-management abilities
- Attention to detail and accuracy in documentation
- Proficiency in MS Excel and MS Office
- Ability to manage multiple purchase requirements simultaneously
- Understanding of non-food procurement in the hospitality/F&B; industry will be an added advantage

Education & Experience

- Graduate in Commerce, Business Administration, Supply Chain, Procurement, or a related field.
- 24 years of relevant experience in purchase/procurement, preferably within the hospitality, F&B;, retail, or similar industry.

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