Job Purpose To manage the procurement of food ingredients, groceries, vegetables, dairy products, beverages, kitchen consumables, and cleaning materials for the college cafeteria. The Purchase Executive must ensure timely availability of materials, competitive pricing, consistent quality, proper documentation, and cost-effective purchasing in accordance with college policies.

2. Key Responsibilities

A. Purchase Planning

- Collect daily, weekly, and monthly material requirements from the cafeteria kitchen and store.
- Verify existing stock before initiating purchases.
- Prepare purchase requisitions and procurement schedules.
- Ensure uninterrupted availability of essential ingredients and supplies.

B. Supplier Management

- Identify and maintain a list of approved suppliers.
- Obtain quotations from multiple vendors wherever required by college policy.
- Compare prices, quality, delivery schedules, and payment terms.
- Negotiate competitive rates and maintain valuable supplier relationships.
- Review supplier performance and recommend suitable alternatives.

C. Purchase Order Management

- Prepare purchase orders based on approved requirements.
- Obtain authorization before placing orders.
- Ensure that purchases remain within the approved budget and delegated authority.
- Follow up with suppliers to ensure timely delivery.

D. Quality and Delivery Control

- Coordinate with the storekeeper and kitchen team to inspect delivered materials.
- Check quantity, weight, freshness, packaging, quality, and expiry dates where applicable.
- Ensure appropriate handling and temperature control for perishable food items.
- Arrange replacement or return of damaged, substandard, or incorrect supplies.
- Maintain traceability and relevant food-safety documentation.

E. Store and Inventory Coordination

- Coordinate with the storekeeper to monitor stock levels and reorder points.
- Follow FIFO (First In, First Out) and FEFO (First Expired, First Out) practices, as applicable.
- Monitor slow-moving, excess, damaged, and expiring stock.
- Help reduce food wastage and unnecessary purchases.
- Participate in periodic physical stock verification.

F.



Invoice and Documentation Management

- Verify supplier invoices against purchase orders and goods received records.
- Maintain purchase registers, quotation files, approved vendor lists, and purchase orders.
- Submit verified bills to the accounts department for payment processing.
- Report discrepancies, duplicate invoices, and unauthorized purchases.
- Prepare daily, weekly, and monthly purchase statements.

G. Cost Control and Reporting

- Monitor changes in market prices and identify cost-saving opportunities.
- Track expenditure against the approved cafeteria purchase budget.
- Prepare monthly item-wise and supplier-wise purchase summaries.
- Report significant price variations, supply shortages, and quality issues to management.
- Recommend improvements in purchasing procedures.

3. Qualifications and Experience

- Educational qualification: Graduate in Commerce, Business Administration, Supply Chain Management, or a related discipline. A relevant diploma may be considered based on institutional policy.
- Experience: Preferably 1–3 years in purchasing, procurement, inventory, hospitality, catering, or institutional food services.
- Computer skills: Working knowledge of MS Excel, email, purchase documentation, and inventory or ERP software.
- Preferred knowledge: Food-material procurement, vendor negotiation, stock control, invoice verification, and basic food-safety requirements.

4. Required Skills and Competencies

- Strong negotiation and communication skills.
- Numerical accuracy and attention to detail.
- Vendor coordination and follow-up.
- Planning, organization, and time management.
- Cost-conscious decision-making.
- Integrity, accountability, and adherence to procurement policies.




- Ability to coordinate effectively with kitchen staff, store personnel, accounts, and administration.

5. Key Performance Indicators (KPIs)

The following indicators may be used for performance evaluation, with targets approved by management.

- Purchase cost control: Actual purchase expenditure against the approved budget.
- Timely procurement: Percentage of approved orders delivered on time.
- Material availability: Number of stockouts affecting cafeteria operations.
- Purchase documentation: Accuracy and completeness of purchase records.
- Supplier performance: Quality, price competitiveness, and delivery reliability.
- Purchase compliance: Adherence to approval limits and procurement procedures.
- Wastage reduction: Reduction in losses caused by over-purchasing, spoilage, and expiry.
- Invoice accuracy: Percentage of invoices processed without discrepancies.

6. Authority and Accountability

- May obtain quotations and negotiate prices within the authority delegated by management.
- May recommend vendors and purchase quantities for approval.
- Must not exceed approved purchase limits or bypass required approvals.
- Must disclose any potential conflict of interest with suppliers.
- Is accountable for purchase records, vendor coordination, cost monitoring, and compliance with institutional procedures.

7. Internal Coordination The Purchase Executive shall coordinate with:

- Chef / Head Cook
- Storekeeper cum Kitchen Incharge
- Accounts Department
- HR & Admin
- Approved suppliers and vendors

8. General Conditions

- All purchases must comply with college procurement policies and approved budgets.
- Emergency purchases must follow the institution's emergency approval procedure.
- Supplier selection must be fair, transparent, and properly documented.
- Confidential commercial information must be handled appropriately.
- All applicable food-safety, hygiene, and storage requirements must be followed.

Interested Candidate can walking from Monday to Friday between 9am to 3pm.

Whatsapp - 91-(phone hidden)

Work Location: In person

📌 Purchase Executive (Coimbatore)
🏢 FIRE BIRD INSTITIUE OF RESEARCH MANAGEMENT
📍 Coimbatore