JOB DESCRIPTION

Store & Purchase Executive / Manager – Hotel, Banquet, Restaurant & Café

Position

Store & Purchase Executive / Manager

Department

Stores / Purchase

Reports To

General Manager / Finance Manager

Job Purpose

To manage the complete purchasing and inventory cycle for the hotel, banquet, restaurant and café, ensuring timely availability of quality materials at competitive prices while maintaining optimum stock levels, proper documentation, cost control and minimum wastage.

Key Responsibilities

1. Purchase Management

- Manage day-to-day purchasing requirements for the hotel, banquet, restaurant and café.
- Purchase food, beverages, housekeeping supplies, guest amenities, stationery, engineering materials and other operational items.
- Obtain quotations from approved suppliers and compare prices, quality and delivery terms.
- Negotiate with vendors to obtain competitive rates and favourable payment terms.
- Prepare purchase orders after obtaining the required approvals.
- Ensure timely delivery of materials as per approved specifications.
- Develop and maintain a reliable supplier/vendor network.
- Regularly review supplier pricing, quality and performance.

2. Store Management

- Manage the complete receiving, storage and issue process.
- Receive materials against approved purchase orders.
- Check quantity, quality, weight, specifications and expiry dates at the time of receiving.
- Prepare and maintain Goods Received Notes (GRNs).
- Properly store food, beverages, chemicals, housekeeping supplies and other materials.
- Follow FIFO/FEFO principles wherever applicable.
- Maintain appropriate temperature and storage conditions for perishable items.
- Ensure proper labelling and segregation of stock.

3. Inventory Control

- Maintain accurate stock records in the ERP/software or inventory system.
- Monitor minimum, maximum and reorder stock levels.
- Conduct daily/weekly/monthly physical stock checks as required.
- Reconcile physical stock with system records.
- Investigate shortages, excesses, damages and variances.
- Monitor slow-moving, non-moving and near-expiry items.
- Minimize wastage, pilferage and stock losses.

4. Hotel & F&B; Procurement

- Coordinate closely with Kitchen, F&B;, Housekeeping, Engineering,



Banquets and Front Office.
- Ensure uninterrupted availability of essential operational materials.
- Procure fresh vegetables, fruits, dairy, meat, poultry, seafood and other perishables according to approved specifications.
- Ensure food products meet quality and hygiene standards.
- Coordinate special procurement requirements for weddings, banquets, conferences and events.

5. Vendor Management

- Maintain an updated approved vendor list.
- Evaluate vendors based on price, quality, reliability and delivery performance.
- Negotiate credit periods and payment terms in coordination with management and Finance.
- Monitor vendor complaints, shortages, replacements and quality issues.
- Conduct periodic vendor performance reviews.
- Develop alternate suppliers for critical items to avoid supply disruptions.

6. Cost Control

- Compare market prices regularly and identify cost-saving opportunities.
- Monitor purchase prices against approved budgets and previous rates.
- Prevent unauthorized purchases and unnecessary stock accumulation.
- Reduce wastage, expiry and overstocking.
- Work with the Accounts and Finance team to verify supplier invoices.
- Support management in controlling food, beverage and operational costs.

7. Documentation & Records

- Maintain purchase orders, quotations, GRNs, issue notes and stock records.
- Ensure proper documentation for all purchases and material movements.
- Match purchase orders, GRNs and supplier invoices before forwarding them to Accounts.
- Maintain records of returns, replacements, damages and rejected goods.
- Submit regular purchase and inventory reports to management.

8. Departmental Coordination

- Collect approved material requisitions from departments.
- Coordinate with the Chef for food and kitchen procurement.
- Coordinate with Banquet and F&B; teams for event requirements.




- Coordinate with Housekeeping for linen, chemicals and guest supplies.
- Coordinate with Engineering for maintenance materials and spare parts.
- Coordinate with Accounts for invoice verification and vendor payments.

9. Compliance & Safety

- Ensure food and other materials are stored according to applicable safety and hygiene standards.
- Follow company procurement and approval procedures.
- Ensure safe handling and storage of cleaning chemicals and other hazardous materials.
- Maintain proper pest-control and housekeeping standards in storage areas.
- Ensure stockrooms are clean, organized and secure.

Key Performance Indicators (KPIs)

- Purchase cost savings
- Vendor price competitiveness
- Stock accuracy
- Inventory turnover
- Stock variance
- Food and material wastage
- Expired/obsolete stock
- Timely availability of materials
- Vendor delivery performance
- Purchase documentation accuracy
- Compliance with approved purchase procedures
- Reduction in emergency purchases

Qualifications

- Graduate degree preferred; B.Com/BBA/Hotel Management or equivalent qualification.
- Diploma/Certificate in Hospitality Procurement or Stores Management will be an advantage.
- Good knowledge of MS Excel and inventory/POS/ERP software.

Experience

- 3–8 years of relevant experience in hotel, restaurant, banquet, resort or hospitality procurement/stores.
- Experience in F&B; procurement and hotel inventory management preferred.

Required Skills

- Strong negotiation and vendor-management skills
- Inventory management
- Knowledge of food and beverage products
- Cost-control awareness
- Valuable knowledge of Excel/ERP systems
- Strong organizational skills
- Attention to detail
- Communication and coordination skills
- Problem-solving ability
- Integrity and accountability

Overall Success Profile

The ideal candidate should be a commercially aware and organized Store & Purchase professional who can ensure uninterrupted supply of quality materials, maintain accurate inventory, negotiate effectively with suppliers and continuously improve purchasing efficiency while controlling costs and minimizing wastage.

Pay: ₹17,000.00 - ₹27,000.00 per month

Work Location: In person

📌 Store & Purchase Manager (Patiala)
🏢 Antrano Group
📍 Patiala