The Whispering Woods Resort
Position
Purchase Manager
Department
Procurement & Stores
Reporting To
General Manager / Director
Job Summary
The Purchase Manager will be responsible for planning, sourcing, negotiating, and procuring all goods and services required for the smooth operation of The Whispering Woods Resort. This includes food and beverages, housekeeping supplies, engineering materials, guest amenities, office supplies, and capital equipment. The role ensures timely procurement, cost optimization, quality assurance, vendor management, and compliance with company policies while maintaining adequate inventory levels.
Key Responsibilities
- Plan, source, and procure all operational materials, equipment, and services required by various departments including F&B, Housekeeping, Engineering, Front Office, Landscaping, and Administration.
- Identify, evaluate, negotiate, and maintain relationships with vendors to obtain the best quality, pricing, payment terms, and delivery schedules.
- Prepare and process Purchase Requisitions (PR), Request for Quotations (RFQ), Purchase Orders (PO), and ensure timely follow-up until material delivery.
- Compare quotations from multiple vendors, conduct cost analysis, and recommend the most suitable supplier while maintaining quality standards.
- Monitor inventory levels in coordination with the Stores department to avoid stock shortages, overstocking, and wastage.
- Ensure all purchased materials comply with company specifications, approved quality standards, and statutory requirements.
- Coordinate with Accounts to verify invoices, reconcile purchase orders with Goods Receipt Notes (GRNs), and facilitate timely vendor payments.
- Prepare monthly procurement reports including purchase summaries, vendor performance analysis, cost-saving initiatives, pending orders, inventory movement, and budget variance reports for management review.
- Develop annual procurement budgets, monitor departmental purchase expenses, and implement cost-control measures without compromising operational efficiency.
- Conduct periodic market surveys to identify new suppliers, evaluate pricing trends, and ensure competitive procurement practices.
- Maintain complete procurement documentation, vendor contracts, agreements, approvals, and audit-ready records in accordance with company policies.
- Oversee the Stores function by ensuring accurate stock records, physical stock verification, FIFO implementation, inventory reconciliation, and minimization of losses.
- Ensure compliance with company procurement policies, GST regulations, and internal financial controls.
- Coordinate with department heads to forecast future procurement requirements for seasonal occupancy, events, and special projects.
- Handle procurement for CAPEX projects including furniture, fixtures, kitchen equipment, engineering equipment, and renovation materials.
- Resolve vendor disputes, delivery delays, quality issues, and procurement-related operational challenges promptly.
- Evaluate vendor performance periodically based on quality, pricing, service levels, delivery timelines, and reliability.
- Lead and supervise the Purchase and Stores team, ensuring operational efficiency, accountability, and continuous process improvement.
- Ensure confidentiality of pricing, vendor information, procurement strategies, and commercial agreements.
- Perform any other procurement or administrative duties assigned by the Management.
Reports & Documentation
- Daily Purchase Order Register
- Vendor Quotation Comparison Sheets
- Goods Receipt Note (GRN) Verification
- Pending Purchase Order Report
- Monthly Purchase Summary
- Vendor Performance Report
- Cost Saving & Procurement Analysis Report
- Inventory Aging Report
- Stock Reconciliation Report
- Monthly Consumption Report
- CAPEX Procurement Tracker
- Budget vs Actual Purchase Report
- Vendor Payment Follow-up Report
- Annual Procurement Budget
Qualification
- Bachelor's Degree in Commerce, Business Administration, Supply Chain Management, Hotel Management, or a related field.
- Certification in Procurement or Supply Chain Management will be an added advantage.
Experience
- 5–8 years of experience in Procurement/Purchase, preferably in hospitality, resorts, hotels, or large commercial establishments.
- Experience in hotel procurement software and inventory management systems is preferred.
Key Skills
- Vendor Management & Negotiation
- Cost Analysis & Budgeting
- Inventory & Stores Management
- Procurement Planning
- Purchase Order Management
- GST & Commercial Documentation
- ERP/PMS Procurement Software
- Advanced MS Excel & Reporting
- Strong Analytical & Problem-Solving Skills
- Team Leadership & Coordination
- Excellent Communication & Negotiation Skills
- Time Management & Attention to Detail
- Knowledge of Hospitality Procurement Standards
Pay: ₹18,000.00 - ₹30,000.00 per month
Benefits:
Ability to commute/relocate:
- Thane, Maharashtra: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- Current CTC ?
- Expected CTC?
- Have you worked in Hotel industry before, If yes how many years?
Experience:
- Accountant: 1 year (Preferred)
Work Location: In person
