Purchase Executive

Purpose:

To ensure timely and efficient procurement of goods and services at the best quality and price, in accordance with organizational requirements and specifications, to meet the highest level of customer satisfaction and organizational profitability.

Key Responsibilities:

1. Procurement Process :
• Place orders for goods only against proper requisitions duly signed by the concerned authority.
• Ensure that no goods are received without a Purchase Order (P.O.).
• Obtain quotations for all items and ensure rate approval by the General Manager (GM) before placing orders.
2. Vendor Management :
• Develop and maintain relationships with multiple vendors for all requirements.
• Conduct regular market surveys to stay updated on prices, quality, and market conditions.
• Ensure that all vendors comply with quality and hygiene standards.
3. Inventory Management :
• Work closely with store staff to optimize inventory levels and reduce excess stock.
• Monitor inventory turnover and ensure timely reordering of goods.
• Conduct regular stock audits and maintain accurate records of orders, purchases, and suppliers.
4. Financial Management :
• Ensure all credit purchases have maximum possible credit terms.
• Minimize cash purchases unless extremely urgent and approved by the GM.
• Liaise with the Finance department for timely payments and resolution of any price queries.
5. Operational Support :
• Assist the Assistant Manager Purchase in all aspects of procurement duties and perform their duties in their absence.
• Communicate with all departments to understand their procurement needs and specifications.
• Prepare reports and statements as required by the Financial Controller.
6. Compliance and Documentation :
• Maintain up-to-date and accurate records of all procurement activities.
• Ensure compliance with organizational policies and procedures related to purchasing.
• Prepare and maintain the Product & Purchase Specification Form for all items.

Qualifications:

• Education : Graduate in any discipline; a diploma/certificate in Materials Management or an MBA/PGDBM is preferred.
• Experience : 2-3 years of experience as a Purchase Executive or equivalent in the hospitality industry, preferably in a 5-star hotel.

Knowledge and Skills:

• Strong understanding of inventory management, cost control, and vendor management.
• Proficient in market research and analysis.
• Excellent negotiation, communication, and interpersonal skills.
• Computer literacy and familiarity with procurement software.

Attitude:

• Positive, assertive, and self-motivated with a business-focused mindset.
• Strong organizational and coordination skills.
• Ability to work under pressure and meet deadlines Role & responsibilities