Purchase Manager - Restaurants

JOB DESCRIPTION PURCHASE MANAGER

Company: Pebble Street Hospitality Pvt. Ltd.
Brands: FOO Asian Tapas & KOKO Gastropub
Location: Mumbai / Bangalore / Hyderabad / Pune / Ahmedabad
Department: Purchase & Stores / Procurement
Designation: Purchase Manager
Reporting To: Deputy General Manager – Procurement / Head – Procurement
Experience: 7–10 Years
Industry: Hospitality / Restaurants / Food & Beverage
Employment Type: Full-Time

1. JOB PURPOSE

To manage and execute end-to-end procurement activities across FOO and KOKO outlets, ensuring the right product, at the right quality, right price and right time.

The Purchase Manager will be responsible for vendor management, price negotiation, market benchmarking, tender and quotation management, purchase planning, procurement coordination, quality coordination, inventory availability and procurement documentation.

The role will also ensure adherence to approved procurement processes, commercial controls, defined TATs and company policies while supporting uninterrupted restaurant operations across locations.

2. KEY RESPONSIBILITIES

A. Procurement & Cost Management

• Manage end-to-end procurement of food products, fresh produce, beverages, consumables, packaging, housekeeping materials and other operational requirements.
• Ensure purchases are made from approved vendors and within approved budgets and commercial terms.
• Achieve targeted procurement savings through negotiation, competitive sourcing, alternate vendors and market benchmarking.
• Monitor market price fluctuations, particularly for fresh produce, exotic vegetables, fruits and other high-value/perishable products.
• Identify opportunities for centralized procurement, volume buying and category-wise cost optimization.
• Maintain updated purchase rates, product specifications and market benchmark data.

B. Vendor Management & Development

• Develop and maintain a reliable and competitive vendor base across operating locations.
• Ensure availability of dual/multiple vendors for critical categories to minimize supply disruption.
• Identify and develop new vendors and alternate sources wherever required.
• Negotiate pricing, credit terms, delivery schedules, minimum order quantities and service levels.
• Monitor vendor performance based on price, quality, delivery, responsiveness and service.
• Conduct periodic vendor reviews and initiate corrective action for recurring issues.

C. Tender & Quotation Management

• Coordinate the complete tendering and quotation process for identified categories.
• Ensure 100% of planned tenders are released within defined timelines.
• Obtain and evaluate competitive quotations from approved/new vendors.
• Prepare commercial comparison statements and recommendations for management approval.
• Maintain proper tender, quotation and negotiation documentation.
• Ensure transparency and compliance with the company's procurement procedures.

D. Rate Negotiation & Market Benchmarking

• Conduct regular/monthly price comparisons between approved purchase rates and prevailing market rates.
• Negotiate improved rates with existing and new vendors.
• Track and report savings achieved through negotiations and alternate sourcing.
• Specifically monitor procurement savings and rate negotiations for Bangalore and Pune.
• Identify price variances and take corrective action wherever required.
• Support volume-based and centralized negotiations for key categories.

E. Purchase Planning & Operational Efficiency

• Ensure timely procurement against approved requisitions and outlet requirements.
• Monitor the complete procurement cycle:

Requisition Quotation Negotiation Approval Purchase Order Delivery GRN Bill Submission

• Ensure 100% weekly bill submission along with GRN to Finance within the defined 7-day TAT.
• Monitor order-to-delivery TAT and proactively resolve delays.
• Track pending orders and communicate critical supply issues to relevant stakeholders.
• Conduct weekly purchase-team meetings to review pending orders, vendor issues, TAT gaps and operational requirements.
• Coordinate closely with Operations, Chefs, Finance, Stores and other stakeholders to ensure uninterrupted supply.
• Manage urgent/emergency procurement requirements while ensuring adherence to company controls.

F. Product Quality & Vendor Performance

• Coordinate with Executive Chefs, Chefs and outlet teams for first-level quality checks of procured products.
• Ensure products received conform to approved specifications, quality standards, pack sizes and agreed rates.
• Monitor product rejections, substitutions and quality complaints.
• Maintain a structured vendor/product quality feedback mechanism.
• Review recurring quality issues and implement corrective action with vendors.
• Work closely with the culinary team to resolve quality-related procurement issues.

G. Inventory Availability & Stock-Out Management

• Monitor procurement requirements to minimize stock-outs of critical products.
• Track critical inventory items and ensure timely replenishment.
• Coordinate with Stores and Operations to improve purchase planning and inventory availability.
• Circulate fortnightly inventory/stock-out reports to relevant stakeholders.
• Analyze recurring stock-out incidents and implement corrective measures.
• Escalate critical supply risks that may impact restaurant operations.

H. Food Waste & Spoilage Control

• Monitor procurement quantities of perishable products to minimize over-purchasing.
• Work with Chefs, Stores and Operations to identify causes of spoilage and wastage.
• Support initiatives to achieve a minimum 0.5% reduction in food waste arising from over-purchasing and spoilage.
• Review wastage trends and recommend corrective procurement practices.
• Improve ordering frequency and quantities based on consumption patterns wherever possible.

I. Team Management

• Supervise and coordinate the purchase team to ensure timely completion of procurement activities.
• Allocate responsibilities and monitor individual/team productivity.
• Review pending purchase activities, vendor follow-ups and TAT compliance.
• Coach and train team members on procurement processes, negotiation, documentation and system usage.
• Monitor adherence to procurement SOPs, approval processes and company policies.
• Support performance evaluation and development of purchase-team members.

J. MIS, Reporting & Documentation

Prepare and maintain accurate and timely procurement reports, including:

• Purchase cost analysis
• Vendor-wise purchase analysis
• Rate comparison reports
• Procurement savings reports
• Tender status
• Vendor performance reports
• Order-to-delivery TAT
• Stock-out reports
• Product quality feedback
• Purchase pending reports
• GRN and bill submission status
• Food waste/spoilage-related procurement analysis

Ensure procurement data is accurately updated and readily available for management review.

• Bachelor's degree in Supply Chain Management, Procurement, Commerce, Hospitality Management, Business Administration or a related field.
• Additional qualification/certification in Procurement or Supply Chain Management will be an advantage.

3. REQUIRED EXPERIENCE

• 7–10 years of relevant experience in Purchase/Procurement.
• Preferably from the hospitality, restaurant, QSR, hotel or F&B industry.
• Experience in multi-location procurement is preferred.
• Strong experience in fresh produce, food products, consumables, packaging and operational procurement.
• Experience in vendor negotiations, tender management and market benchmarking is essential.

4. TECHNICAL & FUNCTIONAL SKILLS

• Procurement and cost-control expertise
• Strong negotiation and vendor-management skills
• Market-price benchmarking
• Tender and quotation management
• Food/F&B procurement knowledge
• Vendor development and alternate sourcing
• Inventory and stock management
• Strong analytical and numerical skills
• MIS and reporting
• Advanced Excel / Google Sheets
• ERP / procurement software knowledge
• Strong problem-solving and decision-making ability
• Strong communication and interpersonal skills
• Ability to work under pressure and manage multiple locations

5. KEY STAKEHOLDERS

Internal:

• DGM / Head – Procurement
• Finance & Accounts
• Operations
• Executive Chefs / Culinary Team
• Outlet Managers
• Stores / Inventory Team
• HR & Administration

External:

• Suppliers and Vendors
• Distributors
• Manufacturers
• Service Providers
• Logistics / Delivery Partners

6. CORE ACCOUNTABILITY

The Purchase Manager is accountable for ensuring:

Right Product | Right Quality | Right Price | Right Vendor | Right Quantity | Right Time

while maintaining procurement compliance, controlling costs, improving vendor performance, minimizing stock-outs and supporting uninterrupted operations across Pebble Street Hospitality outlets.

Primary Focus Areas

Cost Saving | Vendor Management | Negotiation | Quality | Availability | TAT | Tender Management | Inventory Control | Waste Reduction | Compliance | Reporting