Purchase Executive

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

• Good 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.