Purchase and procurement executive

Job Description – Purchase & Procurement Executive

Industry: Hospitality / Hotel
Department: Purchase & Procurement
Position: Purchase & Procurement Executive
Experience: 2–5 Years
Location: Indore
Employment Type: Full-Time

Job Summary

We are looking for a proactive and detail-oriented Purchase & Procurement Executive to manage the hotel's purchasing activities and ensure timely availability of quality materials, supplies, and services at competitive prices.

The candidate will be responsible for vendor management, purchase orders, price negotiations, inventory coordination, and ensuring procurement as per hotel standards and operational requirements.

Key Responsibilities

• Manage day-to-day purchasing requirements for the hotel, including Food & Beverage, Housekeeping, Engineering, Front Office, and Administration.
• Source and evaluate reliable vendors and suppliers.
• Obtain quotations, compare prices, negotiate rates, and finalize purchases.
• Prepare and process Purchase Orders (POs) and maintain proper procurement documentation.
• Ensure timely delivery of materials as per required quantity, quality, and specifications.
• Coordinate with the Store, Kitchen, F&B, Accounts, Housekeeping, and other departments regarding purchase requirements.
• Monitor stock levels and coordinate procurement based on consumption and operational requirements.
• Develop and maintain strong relationships with vendors and negotiate favorable commercial terms.
• Verify supplier invoices, purchase orders, delivery challans, and received quantities in coordination with the Accounts/Stores team.
• Maintain updated records of suppliers, quotations, purchase orders, and procurement transactions.
• Conduct regular market research to identify new suppliers, products, and competitive pricing.
• Ensure procurement follows hotel policies, approved budgets, and quality standards.
• Handle urgent purchase requirements and ensure minimum disruption to hotel operations.
• Monitor vendor performance regarding quality, pricing, delivery timelines, and service.
• Assist in reducing procurement costs through effective negotiation and supplier comparison.
• Maintain confidentiality and accuracy of procurement-related information.

Required Skills

• Strong vendor management and negotiation skills
• Good knowledge of hotel/hospitality procurement
• Knowledge of F&B and non-food hotel supplies
• Good understanding of purchase orders, quotations, invoices, and delivery documentation
• Strong communication and interpersonal skills
• Good knowledge of MS Excel and MS Office
• Ability to compare prices and maintain procurement records
• Good coordination and follow-up skills
• Ability to work under pressure and handle urgent requirements
• Strong attention to detail and cost consciousness

Preferred Experience

Candidates with experience in purchasing/procurement within:

• Hotels & Resorts
• Restaurants / QSR
• Hospitality Groups
• Banquet / Catering Companies
• Food & Beverage Operations

will be preferred.

Education

Bachelor's degree / Diploma in Hotel Management, Supply Chain Management, Business Administration, or a related field.

Key Performance Areas (KPIs)

• Timely procurement and delivery
• Purchase cost optimization
• Vendor performance
• Material quality and specification compliance
• Accuracy of purchase documentation
• Inventory availability
• Supplier relationship management
• Reduction in unnecessary procurement costs

Salary: As per experience and industry standards
Location: Indore
Experience: 2–5 Years

Pay: ₹10,885.63 - ₹37,196.67 per month

Work Location: In person