JOB DESCRIPTIONPurchase Manager – Hospitality
Department: Purchase / Procurement
Location: Delhi NCR
Experience: 7–10 Years
Industry: Hospitality / Restaurants / F&B / QSR
Employment Type: Full-Time
Reporting To: Head of Operations / COO / Management
1. Job Purpose
We are looking for an experienced and commercially driven Purchase Manager to manage the end-to-end procurement function for our hospitality business across multiple outlets.
The candidate will be responsible for ensuring timely availability of quality materials at the right price, developing a strong and reliable vendor network, negotiating competitive rates, controlling purchase costs, and maintaining efficient inventory levels.
The ideal candidate should have strong practical knowledge of restaurant and F&B procurement, Delhi NCR supplier markets, perishables and non-perishables, beverages, kitchen requirements, packaging, housekeeping, engineering consumables, and general operating supplies.
2. Key ResponsibilitiesA. Procurement & Purchasing
- Manage complete procurement activities for all restaurants/outlets.
- Procure food, beverages, fresh produce, meat, poultry, seafood, dairy, bakery, grocery, frozen products and other F&B items.
- Handle procurement of non-food items including:
- Packaging materials
- Cleaning and housekeeping supplies
- Kitchen equipment and utensils
- Crockery, cutlery and glassware
- Stationery and general consumables
- Engineering and maintenance materials
- Uniforms and other operational requirements.
- Review purchase requisitions from various departments/outlets and ensure timely fulfilment.
- Ensure purchases are made strictly against approved specifications and requirements.
- Obtain quotations, prepare comparative statements and recommend the most commercially suitable vendor.
- Raise and monitor Purchase Orders (POs).
- Follow up continuously on pending orders and delayed deliveries.
- Ensure there are no operational disruptions due to procurement delays.
B. Vendor Management
- Develop and maintain a strong Delhi NCR vendor and supplier network.
- Identify new vendors and alternate suppliers for critical categories.
- Evaluate vendors on price, quality, consistency, delivery, credit terms and service.
- Negotiate:
- Purchase rates
- Credit periods
- Payment terms
- Delivery schedules
- Minimum order quantities
- Schemes and commercial benefits.
- Conduct regular vendor rate negotiations and performance reviews.
- Develop alternate sources to reduce dependency on individual suppliers.
- Resolve vendor disputes relating to price, quality, shortages, replacements and delayed deliveries.
C. Cost Control & Commercial Management
- Drive continuous reduction in procurement costs without compromising quality.
- Monitor market prices and identify fluctuations in key commodities.
- Maintain and regularly update rate comparison sheets.
- Identify opportunities for bulk purchasing, annual rate contracts and centralized procurement.
- Track Purchase Price Variance (PPV) and take corrective action.
- Reduce emergency/local purchases wherever possible.
- Negotiate volume-based discounts and better commercial terms.
- Work closely with Finance and Operations to monitor procurement budgets.
- Identify opportunities to improve margins through better sourcing and purchasing practices.
D. Inventory & Supply Chain Coordination
- Coordinate closely with Stores, Kitchen, Chefs and Outlet Managers to understand consumption and requirements.
- Maintain optimum inventory levels across outlets.
- Prevent:
- Stock-outs
- Overstocking
- Expired products
- Slow-moving inventory
- Unnecessary purchases.
- Analyse consumption patterns and seasonal requirements.
- Ensure appropriate procurement planning for weekends, festivals, special events and high-demand periods.
- Coordinate inter-outlet transfers wherever commercially and operationally viable.
- Monitor wastage and material losses.
- Ensure proper FIFO/FEFO practices in coordination with Stores and Kitchen teams.
E. Quality & Compliance
- Ensure all purchased materials meet approved quality and brand specifications.
- Ensure food and beverage suppliers maintain required food safety and quality standards.
- Coordinate with the Chef, QA/QC and Operations teams regarding quality specifications.
- Ensure proper documentation for vendors and purchases.
- Verify quantities, specifications and pricing against Purchase Orders and delivery documents.
- Ensure procurement processes comply with company SOPs and approval authorities.
- Support internal and external audits.
F. Documentation & MIS
Maintain accurate records of:
- Purchase Requisitions
- Purchase Orders
- Vendor quotations
- Comparative statements
- Rate contracts
- Vendor master
- Delivery schedules
- Purchase invoices
- Credit terms
- Price changes
- Vendor performance.
Prepare:
- Daily purchase status reports
- Weekly procurement reports
- Monthly purchase analysis
- Vendor performance reports
- Price variance reports
- Cost-saving reports
- Outstanding PO reports
- Category-wise purchase analysis.
3. KRA & KPIKRAKey KPI
Procurement Cost Control- Achieve agreed annual/monthly purchase savings
Vendor Management- Maintain reliable vendor base with regular performance evaluation
Material Availability- Minimize stock-outs and operational disruptions
Purchase Price Variance- Monitor and control price increases across major categories
Quality- Minimize rejection, quality complaints and vendor-related issues
Inventory Control- Maintain optimum stock levels and reduce dead/slow-moving inventory
Emergency Purchases- Reduce unplanned/emergency purchases
Credit Management- Improve vendor credit terms wherever commercially feasible
PO Management- Ensure timely creation, tracking and closure of POs
MIS & Reporting- 100% accurate and timely procurement reporting
Vendor Development- Develop alternate vendors for critical/high-value categories
Process Compliance- 100% adherence to procurement SOPs and approval matrix4. Daily Responsibilities
- Review outlet-wise purchase requirements.
- Check pending purchase requisitions and POs.
- Follow up with vendors for pending deliveries.
- Monitor urgent procurement requirements.
- Check market rates for major commodities.
- Coordinate with Stores, Kitchen and Operations.
- Resolve shortages, quality issues and delivery discrepancies.
- Review purchase approvals and ensure adherence to process.
- Update procurement status/MIS.
5. Weekly Responsibilities
- Review vendor performance.
- Review commodity price movements.
- Analyse major purchase categories.
- Review stock-outs and emergency purchases.
- Conduct rate comparisons for major items.
- Review pending POs and supplier commitments.
- Coordinate with Operations and Finance on upcoming requirements.
6. Monthly Responsibilities
- Prepare monthly procurement MIS for management.
- Analyse purchase value outlet-wise and category-wise.
- Review purchase price variance and cost savings.
- Conduct vendor performance review.
- Negotiate revised rates wherever required.
- Review slow-moving/non-moving inventory with Stores.
- Review consumption and procurement trends.
- Evaluate new vendors.
- Review credit/payment terms.
- Prepare procurement strategy for the following month.
7. Candidate ProfileMandatory Experience
- 7–10 years of total experience in Purchase/Procurement.
- Minimum 5+ years of relevant experience in Hospitality / Restaurant / F&B / QSR industry.
- Experience handling procurement for multiple outlets will be strongly preferred.
- Strong understanding of F&B and restaurant procurement.
- Candidate should be currently based in Delhi NCR or have strong working knowledge of NCR supplier markets.
Educational Qualification
Graduate in any relevant discipline such as:
- BBA
- B.Com
- Hotel Management
- Supply Chain Management
- Business Administration
- Hospitality Management
A relevant diploma/certification in Procurement or Supply Chain Management will be an advantage.
8. Essential Skills
The candidate should demonstrate strong practical knowledge of:
- F&B Procurement
- Vendor Development
- Vendor Negotiation
- Rate Contract Management
- Market Rate Analysis
- Food & Grocery Procurement
- Perishable Procurement
- Inventory Planning
- Purchase Order Management
- Cost Control
- Purchase Price Variance
- Supplier Performance Management
- MS Excel
- ERP/Purchase Software
- Procurement MIS
- Quality & Food Safety Requirements.
Experience with restaurant/hospitality ERP or inventory systems is preferred.
9. Preferred Candidate Background
Preference should be given to candidates who have worked with:
- Multi-outlet restaurant chains
- QSR chains
- Hotels
- Breweries & restaurants
- Casual dining chains
- Cloud kitchens
- Central kitchens
- Catering companies
- Large F&B groups.
Experience in centralized procurement for 5+ outlets will be a strong advantage.
10. Behavioural Competencies
The candidate must be:
- Commercially sharp
- Strong negotiator
- Highly organized
- Data-driven
- Honest and ethical in vendor dealings
- Strong in follow-ups
- Proactive rather than reactive
- Good at relationship management
- Comfortable handling pressure and urgent requirements
- Strong in cross-functional coordination
- Capable of independently taking procurement decisions within the approved authority matrix.
Most Important Trait
The person should not function merely as a Purchase Coordinator. The expectation is to have a strong commercial mindset—someone who can actively identify savings, challenge vendor pricing, develop better sources and contribute directly to improving the company's profitability.
This is particularly important for a senior 7–10 year profile, where the role should go beyond simply placing orders. Comparable Delhi NCR hospitality roles also emphasize vendor networks, negotiation, inventory control, market knowledge and cost optimization.
Job Types: Full-time, Permanent
Pay: ₹35,000.00 - ₹55,000.00 per month
Benefits:
- Cell phone reimbursement
- Food provided
Experience:
- total work: 7 years (Required)
Work Location: In person
