Purchase Manager

Job Title: Purchase Manager

Department: Procurement / Operations

Industry: Restaurant / Food & Beverage

Reports To: Operations Head / Finance Head

Location: As per outlet / central kitchen

Job Purpose

The Purchase Manager is responsible for ensuring timely procurement of quality raw materials and consumables at optimal cost, managing vendor relationships and payments, and controlling inventory consumption to support smooth restaurant operations while maintaining food cost and budget discipline.

Key Responsibilities

1. Procurement & Sourcing

• Plan and execute procurement of all food ingredients, beverages, packaging materials, cleaning supplies, and consumables.
• Forecast purchase requirements based on sales trends, menu planning, and consumption reports.
• Identify, negotiate, and onboard vendors to ensure quality, continuity, and cost efficiency.
• Maintain updated vendor rate contracts and approved vendor lists.

2. Vendor Management

• Build and maintain strong relationships with suppliers.
• Negotiate pricing, credit terms, delivery schedules, and replacements.
• Review vendor performance periodically for quality, pricing, and reliability.
• Address vendor disputes and resolve supply or billing issues promptly.

3. Inventory & Consumption Control

• Monitor daily, weekly, and monthly inventory levels and consumption reports.
• Ensure adherence to minimum and maximum stock levels.
• Track and analyze variance between theoretical and actual consumption.
• Investigate excess usage, wastage, pilferage, or stock losses.
• Ensure FIFO and proper storage practices are followed.

4. Cost Control & Budget Management

• Control food cost and material cost within approved budgets.
• Track market price fluctuations and suggest cost-effective alternatives.
• Reduce wastage through accurate purchasing and stock planning.
• Support management with cost analysis and savings initiatives.

5. Receiving & Store Controls

• Ensure proper GRN (Goods Received Note) process for all purchases.
• Verify quantity, quality, and rates before stock entry.
• Prevent unauthorized purchases or direct vendor supplies outside SOP.
• Conduct regular and surprise stock audits across stores and kitchens.

6. Vendor Payments & Documentation

• Ensure timely submission and verification of vendor invoices.
• Coordinate with accounts for accurate and on-time vendor payments.
• Reconcile vendor statements and follow up on discrepancies.
• Maintain proper purchase records for audits and compliance.

7. Reporting & MIS

• Prepare daily, weekly, and monthly purchase, stock, and consumption reports.
• Submit food cost, variance, wastage, and vendor performance reports.
• Provide data support for internal audits and management reviews.

8. Coordination & Operational Support

• Coordinate closely with kitchen, store, finance, and operations teams.
• Support new outlet openings, menu launches, and special events.
• Train store and kitchen teams on purchase and inventory SOPs.

9. Compliance & SOP Adherence

• Ensure adherence to internal purchase policies and SOPs.
• Follow hygiene, safety, and FSSAI procurement standards.
• Maintain ethical and transparent procurement practices.

Key Performance Indicators (KPIs)

• Purchase cost vs budget
• Food cost percentage
• Consumption variance
• Vendor delivery and quality score
• Stock wastage and expiry loss
• Payment cycle adherence
• Audit compliance score

Desired Qualifications & Skills

Education:

• Graduate in Commerce / Hospitality / Supply Chain (preferred)

Experience:

• 3–7 years of experience in restaurant or F&B procurement
• Experience in handling multi-vendor and high-volume purchasing preferred

Skills & Competencies:

• Strong negotiation and vendor management skills
• Knowledge of restaurant inventory and food costing
• Analytical and reporting skills
• Attention to detail and process orientation
• Good coordination and communication skills

Working Conditions

• May require early morning or late-hour coordination with vendors
• Field visits for vendor and market sourcing as required