Assistant Manager - Stores & Purchase

We are looking for a dynamic, organized, and responsible Assistant Manager - Stores & Purchase to manage and coordinate the resorts complete procurement, receiving, inventory, and material management operations.

Experience

3-5 years of relevant experience in Hotels Resorts Hospitality Stores & Purchase preferred.

Key Responsibilities
Purchase & Procurement

• Handle day-to-day purchase activities for the resort as per operational requirements.
• Receive and review purchase requisitions/indents from all departments.
• Source materials from approved vendors and obtain competitive quotations.
• Compare price, quality, specifications, delivery timelines, and payment terms before purchase.
• Coordinate with vendors for negotiation, order placement, delivery, and follow-up.
• Maintain an updated approved vendor list and vendor database.
• Develop and maintain good relationships with reliable suppliers.
• Ensure timely procurement of F&B, housekeeping, engineering, maintenance, office, guest supplies, and general items.
• Ensure purchases are made as per approved specifications and budget.
• Monitor market prices and identify opportunities for cost control and better procurement.
• Follow up on pending/short/excess/damaged supplies and coordinate replacements or returns.
• Ensure proper documentation for Purchase Orders, quotations, comparative statements, invoices, and delivery challans.

Stores & Inventory Management

• Supervise complete inward and outward material movement.
• Verify received materials against PO, invoice, delivery challan, quantity, and quality.
• Prepare and maintain GRN Goods Receipt Notes and receiving records.
• Ensure proper storage, labeling, categorization, and systematic arrangement of materials.
• Maintain accurate stock registers and inventory records.
• Monitor minimum/maximum and reorder stock levels.
• Issue materials to departments only against authorized requisitions/indents.
• Maintain records of inward, outward, transfers, returns, consumption, and wastage.
• Follow FIFO/FEFO for food, beverages, chemicals, and expiry-sensitive items.
• Ensure proper storage conditions for food items, chemicals, linen, engineering materials, housekeeping supplies, and general stores.
• Conduct regular physical stock verification and reconcile discrepancies.
• Identify and report slow-moving, non-moving, excess, damaged, and obsolete inventory.
• Maintain proper records of breakage, wastage, shortages, and returns.
• Assist in monthly stock closing and inventory reconciliation.

Department Coordination

• Coordinate closely with Purchase, Accounts, F&B, Kitchen, Housekeeping, Engineering, Front Office, and other departments.
• Ensure materials are available as per operational requirements without unnecessary overstocking.
• Coordinate with Accounts for invoice verification and payment-related documentation.
• Communicate procurement delays or material shortages to management on time.

MIS, Documentation & Control

• Prepare daily/weekly/monthly purchase and inventory reports.
• Maintain proper records of POs, GRNs, purchase registers, stock registers, vendor quotations, comparative statements, and invoices.
• Support management in cost analysis and procurement planning.
• Maintain proper documentation for audit and statutory/internal requirements.
• Ensure compliance with resort SOPs, purchasing policies, inventory controls, hygiene, safety, and security procedures.

Team & Store Operations

• Supervise and guide store/purchase staff.
• Allocate daily responsibilities and monitor work performance.
• Ensure stores are clean, organized, secure, and properly maintained.
• Maintain proper store keys and access control.
• Prevent unnecessary wastage, pilferage, and inventory losses.
• Ensure confidentiality and integrity of vendor rates, purchase information, and commercial documents.

Candidate Profile

• Strong practical knowledge of Stores & Purchase operations in a hotel/resort environment.
• Good understanding of procurement procedures, vendor management, inventory control, and stock reconciliation.
• Proficiency in MS Excel and inventory/purchase software.
• Strong negotiation and vendor coordination skills.
• Good communication and interpersonal skills.
• Excellent numerical, analytical, and documentation abilities.
• Strong attention to detail with a cost-conscious approach.
• Honest, disciplined, proactive, and well-organized.
• Ability to work under pressure and manage multiple operational requirements.
• Hospitality/Resort experience will be preferred.