Stores & Procurement Executive
Company: Suburban Residency
Location: Kanjikuzhi, Kottayam, Kerala
Department: Stores / Purchase / Finance & Operations
Position: Stores & Procurement Executive
Employment Type: Full-Time
Experience Required: Minimum 3 Years
Industry Experience: Hospitality experience required
Job Summary
Suburban Residency is seeking an experienced and hands-on Stores & Procurement Executive to manage purchasing, receiving, inventory control and stores operations for the hotel.
The candidate must have a minimum of 3 years of relevant experience, including practical experience in the hospitality industry, preferably in a hotel, resort, restaurant or organized F&B operation.
This is not an entry-level stores position. The successful candidate must be able to demonstrate practical knowledge of hotel purchasing, vendor management, receiving procedures, inventory controls, stock reconciliation, documentation and month-end stock closing.
The position requires flexibility in working hours. The candidate must be willing to work beyond normal duty hours when operationally required and must be available during month-end closing, stock verification, audits, major events and other critical operational periods.
Key Responsibilities
The Stores & Procurement Executive will be responsible for:
- Managing the day-to-day purchasing and stores activities of the hotel.
- Receiving and reviewing approved purchase requirements from various departments.
- Obtaining quotations and comparing price, quality, availability and delivery terms.
- Coordinating with approved vendors and suppliers for timely procurement.
- Preparing and maintaining purchase orders and supporting procurement documentation.
- Ensuring purchases are made only against authorized requirements and approvals.
- Negotiating with vendors within approved authority levels to achieve competitive pricing and favorable commercial terms.
- Maintaining an updated approved-vendor and supplier database.
- Monitoring supplier performance, quality, pricing and delivery reliability.
Receiving & Verification
- Verify all incoming materials against approved purchase orders or purchase requests.
- Check quantity, quality, specifications, expiry dates and condition of materials received.
- Ensure food products and perishables meet required quality and freshness standards.
- Coordinate with Kitchen, F&B and other departments for quality verification where required.
- Ensure appropriate Goods Received Notes or equivalent receiving documentation is completed.
- Report shortages, excess supplies, damaged materials, quality issues and price discrepancies immediately.
- Ensure rejected materials are properly documented and returned to suppliers.
- Prevent unauthorized materials from entering hotel inventory.
Stores & Inventory Management
- Maintain proper storage and organization of all materials.
- Ensure items are categorized, labelled and stored appropriately.
- Maintain accurate inventory records for all items under Stores.
- Ensure stock issues are supported by authorized requisitions.
- Monitor stock levels and maintain appropriate minimum and maximum inventory levels.
- Avoid both stock-outs and unnecessary overstocking.
- Monitor slow-moving, non-moving and obsolete inventory.
- Regularly review expiry dates of food products and other time-sensitive materials.
- Follow appropriate inventory rotation practices such as FIFO / FEFO, where applicable.
- Ensure physical stocks are secured and access to stores is properly controlled.
- Maintain cleanliness, organization and appropriate storage conditions within store areas.
Hospitality Procurement Responsibilities
The candidate should have experience purchasing and controlling items commonly used in hotel operations, including:
- Food and kitchen supplies
- Fresh produce
- Meat, poultry and seafood
- Groceries and dry goods
- Beverages
- Restaurant and F&B supplies
- Housekeeping supplies
- Cleaning chemicals
- Guest amenities
- Linen and related operational supplies
- Engineering and maintenance materials
- Office and administrative supplies
- Banquet and event-related requirements
- Other hotel operational consumables
Cost & Purchase Control
- Compare vendor quotations and ensure competitive procurement practices.
- Track significant changes in purchase prices.
- Highlight unusual price increases to management.
- Assist management in controlling procurement costs without compromising required quality.
- Verify that quantities purchased are reasonable relative to consumption and stock availability.
- Monitor emergency and non-routine purchases and ensure proper documentation.
- Identify potential duplicate, excessive or unnecessary purchases.
- Assist in establishing standard purchasing procedures and controls.
- Maintain appropriate separation between purchase, receipt, storage and issue activities wherever operationally practical.
Inventory Reconciliation
- Conduct periodic physical stock counts.
- Reconcile physical inventory against system or book inventory.
- Investigate inventory variances and provide explanations for discrepancies.
- Coordinate with Accounts, Kitchen, F&B and other departments to resolve stock differences.
- Maintain supporting records for stock adjustments.
- Report abnormal consumption, shortages, wastage or unexplained stock movement to management.
Month-End Closing Responsibilities
Month-end inventory closing is a critical responsibility of this position.
The Stores & Procurement Executive will be expected to:
- Be physically available and actively participate in month-end closing activities.
- Complete month-end physical stock verification within established timelines.
- Ensure all purchases, receipts, returns and stock issues relating to the month have been properly recorded.
- Ensure pending Goods Received Notes and supporting documentation are completed before closing.
- Reconcile physical stock with system/book quantities.
- Investigate and explain significant stock variances.
- Identify damaged, expired, obsolete or slow-moving stock.
- Coordinate with the Accounts team for month-end inventory valuation and reconciliation.
- Submit required inventory reports and supporting schedules within established deadlines.
- Ensure unresolved stock or purchasing discrepancies are escalated before monthly accounts are finalized.
Vendor Management
- Develop and maintain professional relationships with suppliers.
- Maintain vendor quotations and price-comparison records.
- Periodically evaluate suppliers based on:
- Price
- Quality
- Delivery performance
- Reliability
- Credit terms
- Responsiveness
- Identify alternative suppliers for key materials to reduce dependency on individual vendors.
- Support management in vendor negotiations and annual or periodic rate reviews.
- Ensure vendor selection and purchasing activities are conducted transparently and professionally.
Internal Controls
The Stores & Procurement Executive is expected to maintain strong controls over purchasing and inventory.
Responsibilities include:
- Ensuring purchases have appropriate authorization.
- Ensuring goods received correspond to actual approved purchases.
- Maintaining supporting documents for purchases and stock transactions.
- Preventing unauthorized stock issues.
- Maintaining accurate inventory records.
- Reporting suspicious, unusual or unsupported transactions.
- Cooperating fully with internal and external audits.
- Maintaining confidentiality regarding hotel purchasing rates, vendor arrangements and commercial information.
Demonstrable Experience Required
Candidates should be prepared during the interview to demonstrate their practical knowledge and experience.
They may be asked to explain or demonstrate:
- How they obtain and compare vendor quotations.
- How they create or process a purchase order.
- How they verify goods at the time of receiving.
- How they handle quantity or quality discrepancies.
- How they maintain stock records.
- How they perform physical stock verification.
- How they reconcile physical stock against system stock.
- How they investigate inventory shortages.
- How they identify slow-moving or expired inventory.
- How they manage food inventory using FIFO / FEFO.
- How they participate in month-end stock closing.
- How they control emergency purchases.
- How they evaluate and negotiate with suppliers.
- How they identify unusual purchase prices or consumption patterns.
Candidates whose experience has primarily been limited to data entry, material receiving or physical stock handling without purchasing and inventory-control responsibility may not be suitable for this position.
Minimum Qualifications & Experience
Candidates must have:
- Minimum 3 years of relevant Stores / Purchase / Procurement / Inventory experience.
- Hospitality industry experience is required.
- Experience in a hotel, resort, restaurant or organized F&B environment.
- Practical knowledge of purchasing and procurement procedures.
- Experience in inventory and stores management.
- Experience performing physical stock counts and reconciliations.
- Experience participating in month-end inventory closing.
- Working knowledge of purchase orders, GRNs, stock requisitions and inventory documentation.
- Basic understanding of food and beverage inventory controls.
- Working knowledge of Microsoft Excel.
- Ability to prepare inventory, purchasing and vendor-comparison reports.
- Experience using hotel, inventory, ERP, POS or accounting systems is preferred.
Work Schedule & Availability
Hospitality operations do not always follow conventional office schedules. The candidate must therefore be willing to:
- Maintain flexibility in working hours based on operational requirements.
- Work additional hours when reasonably necessary.
- Be available for month-end closing and stock verification.
- Be available during audits and critical inventory checks.
- Support urgent procurement requirements when necessary.
- Be available during major banquet functions, events or periods of high hotel activity when Stores or Procurement support is required.
- Coordinate with departments whose operational requirements may occur outside standard office hours.
The candidate should understand that critical purchasing, receiving, inventory and month-end responsibilities must be completed within required timelines before leaving the work unfinished.
Key Skills & Competencies
The successful candidate should demonstrate:
- Strong purchasing and negotiation skills
- Hospitality inventory knowledge
- Vendor management skills
- Strong numerical ability
- Inventory reconciliation skills
- Attention to detail
- Cost-consciousness
- Good documentation discipline
- Ability to identify discrepancies
- Integrity and transparency
- Ability to work independently
- Ability to coordinate across departments
- Good communication skills
- Ability to work under deadlines
- Flexibility regarding work schedules
- Strong ownership and accountability
Candidate Profile
We are looking for an individual who is hands-on, disciplined, cost-conscious and dependable.
The Stores & Procurement Executive should not simply place orders or maintain stock. The individual must understand the complete procurement and inventory cycle:
Requirement → Quotation → Approval → Purchase Order → Receiving → Verification → Storage → Issue → Inventory Control → Reconciliation → Month-End Closing
The successful candidate should be capable of identifying purchasing irregularities, excessive consumption, inventory discrepancies and opportunities to improve procurement costs and controls.
Preferred Candidate Profile
Experience: Minimum 3 years
Hospitality Experience: Mandatory
Education: Graduate / Diploma in Commerce, Hotel Management, Materials Management, Supply Chain or related discipline preferred
Procurement Experience: Required
Stores & Inventory Experience: Required
Physical Stock Verification: Required
Month-End Closing Experience: Required
Vendor Management: Required
Excel: Good working knowledge
Hotel / Inventory Software: Preferred
Work Schedule: Must be flexible and available during critical operational and closing periods
Location Preference: Candidates from Kottayam or surrounding areas preferred
Pay: ₹20,000.00 - ₹25,000.00 per month
Benefits:
Work Location: In person
