We are looking for a dynamic, organized, and responsible Assistant Manager - Stores & Purchase to manage and coordinate the resorts complete procurement, receiving, inventory, and material management operations.

Experience

3-5 years of relevant experience in Hotels Resorts Hospitality Stores & Purchase preferred.

Key Responsibilities

Purchase & Procurement

- Handle day-to-day purchase activities for the resort as per operational requirements.
- Receive and review purchase requisitions/indents from all departments.
- Source materials from approved vendors and obtain competitive quotations.
- Compare price, quality, specifications, delivery timelines, and payment terms before purchase.
- Coordinate with vendors for negotiation, order placement, delivery, and follow-up.
- Maintain an updated approved vendor list and vendor database.
- Develop and maintain good relationships with reliable suppliers.
- Ensure timely procurement of F&B;, housekeeping, engineering, maintenance, office, guest supplies, and general items.
- Ensure purchases are made as per approved specifications and budget.
- Monitor market prices and identify opportunities for cost control and better procurement.
- Follow up on pending/short/excess/damaged supplies and coordinate replacements or returns.
- Ensure proper documentation for Purchase Orders, quotations, comparative statements, invoices, and delivery challans.

Stores & Inventory Management

- Supervise complete inward and outward material movement.
- Verify received materials against PO, invoice, delivery challan, quantity, and quality.
- Prepare and maintain GRN Goods Receipt Notes and receiving records.
- Ensure proper storage, labeling,



categorization, and systematic arrangement of materials.
- Maintain accurate stock registers and inventory records.
- Monitor minimum/maximum and reorder stock levels.
- Issue materials to departments only against authorized requisitions/indents.
- Maintain records of inward, outward, transfers, returns, consumption, and wastage.
- Follow FIFO/FEFO for food, beverages, chemicals, and expiry-sensitive items.
- Ensure proper storage conditions for food items, chemicals, linen, engineering materials, housekeeping supplies, and general stores.
- Conduct regular physical stock verification and reconcile discrepancies.
- Identify and report slow-moving, non-moving, excess, damaged, and obsolete inventory.
- Maintain proper records of breakage, wastage, shortages, and returns.
- Assist in monthly stock closing and inventory reconciliation.

Department Coordination

- Coordinate closely with Purchase, Accounts, F&B;, Kitchen, Housekeeping, Engineering, Front Office, and other departments.
- Ensure materials are available as per operational requirements without unnecessary overstocking.
- Coordinate with Accounts for invoice verification and payment-related documentation.
- Communicate procurement delays or material shortages to management on time.

MIS, Documentation & Control





- Prepare daily/weekly/monthly purchase and inventory reports.
- Maintain proper records of POs, GRNs, purchase registers, stock registers, vendor quotations, comparative statements, and invoices.
- Support management in cost analysis and procurement planning.
- Maintain proper documentation for audit and statutory/internal requirements.
- Ensure compliance with resort SOPs, purchasing policies, inventory controls, hygiene, safety, and security procedures.

Team & Store Operations

- Supervise and guide store/purchase staff.
- Allocate daily responsibilities and monitor work performance.
- Ensure stores are clean, organized, secure, and properly maintained.
- Maintain proper store keys and access control.
- Prevent unnecessary wastage, pilferage, and inventory losses.
- Ensure confidentiality and integrity of vendor rates, purchase information, and commercial documents.

Candidate Profile

- Solid practical knowledge of Stores & Purchase operations in a hotel/resort environment.
- Good understanding of procurement procedures, vendor management, inventory control, and stock reconciliation.
- Proficiency in MS Excel and inventory/purchase software.
- Strong negotiation and vendor coordination skills.
- Good communication and interpersonal skills.
- Excellent numerical, analytical, and documentation abilities.
- Strong attention to detail with a cost-conscious approach.
- Honest, disciplined, proactive, and well-organized.
- Ability to work under pressure and manage multiple operational requirements.
- Hospitality/Resort experience will be preferred.

📌 Assistant Manager - Stores & Purchase (Silvassa)
🏢 Vandhara Resorts
📍 Silvassa