Executive - Purchase and Stores

Key Responsibilities

• Receive and verify all incoming materials against Purchase Orders, invoices, delivery challans, and approved specifications .
• Inspect the quantity, quality, expiry dates, packaging, and condition of materials received.
• Prepare and maintain Goods Receipt Notes (GRN) and other required receiving documents.
• Ensure proper storage and systematic arrangement of materials according to category and storage requirements.
• Issue materials to various departments based on approved Material Requisitions / Store Requisitions .
• Maintain accurate stock records in the ERP/system and physical stock registers .
• Conduct regular physical stock verification and reconcile discrepancies.
• Monitor stock levels and inform the Stores/Purchase Manager about minimum stock, shortages, excess stock, and slow-moving items .
• Follow FIFO/FEFO principles, particularly for food, beverage, chemicals, and other expiry-sensitive items.
• Ensure proper segregation and storage of food items, chemicals, housekeeping supplies, engineering materials, and other inventory.
• Check expiry dates and identify damaged, expired, or non-moving stock for appropriate action.
• Coordinate with the Purchase, Finance, FB, Kitchen, Housekeeping, Engineering, and other departments regarding material requirements and inventory.
• Maintain proper documentation for receipts, issues, returns, transfers, and stock adjustments.
• Assist in monthly/periodic stock audits and inventory reconciliation.
• Ensure the stores area is clean, organized, secure, and compliant with health, hygiene, safety, and fire-safety standards .
• Monitor and control wastage, pilferage, and unauthorized issuance of materials.
• Coordinate with vendors for discrepancies, shortages, damaged materials, or rejected items.
• Support month-end closing activities and provide required stock reports to the Finance/Management team.
• Perform any other duties assigned by the Stores Manager / Purchase Manager / Unit Head.

Skills Competencies

• Good knowledge of inventory and stock management .
• Understanding of GRN, Material Requisition, Purchase Order, Stock Transfer, and Issue procedures .
• Good knowledge of FIFO/FEFO and proper storage practices.
• Basic knowledge of hospitality materials and operational supplies.
• Good numerical and reconciliation skills.
• Strong attention to detail and documentation skills.
• Good knowledge of MS Excel and inventory/ERP systems .
• Good communication and coordination skills.
• Ability to identify discrepancies and resolve stock-related issues.
• Strong integrity and accountability in handling inventory.

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