Purchase Executive

Job Description

Job Title: Purchase Executive

Department Procurement & Supply Chain

Location Corporate Office – New Alipore, Kolkata

Reports To Head – Procurement Manager

Position SummaryThe Purchase Executive will be responsible for managing the procurement of goods and services required for the smooth operation of The Rajbari Bawali and its associated business units. The role involves vendor sourcing, negotiation, purchase order management, inventory coordination, and ensuring timely delivery of quality materials while maintaining cost efficiency. The position is based at the Corporate Office in New Alipore and requires regular coordination with the operations teams at The Rajbari Bawali, Bawali.

• Key Responsibilities1. Procurement & PurchasingProcure food & beverages, housekeeping supplies, engineering materials, stationery, linen, guest amenities, and operational consumables.
• Prepare and process Purchase Requisitions (PRs) and Purchase Orders (POs).
• Ensure timely procurement to avoid operational shortages.
• Maintain proper procurement documentation and records.
• 2. Vendor ManagementIdentify, evaluate, and onboard reliable vendors.
• Obtain multiple quotations and negotiate the best pricing, quality, and delivery terms.
• Maintain strong relationships with existing suppliers.
• Conduct periodic vendor performance evaluations.
• 3. Cost ControlMonitor market prices and identify opportunities for cost savings.
• Compare quotations and recommend the most cost-effective purchasing options.
• Support management in annual rate contracts and strategic sourcing initiatives.
• 4. Inventory CoordinationCoordinate with Stores and Department Heads regarding stock requirements.
• Monitor inventory levels to prevent overstocking or stock-outs.
• Ensure purchased items are delivered as per specifications and quantities.
• 5. Documentation & ComplianceMaintain accurate purchase records, quotations, vendor agreements, invoices, and delivery challans.
• Ensure compliance with company procurement policies and approval processes.
• Coordinate with Accounts for invoice verification and payment processing.
• 6. Interdepartmental CoordinationWork closely with F&B, Kitchen, Housekeeping, Engineering, Front Office, and Administration teams.
• Coordinate logistics for urgent and scheduled purchases.
• Support special events and seasonal procurement requirements.
• 7. ReportingPrepare weekly and monthly procurement reports.
• Track pending purchase orders and delivery schedules.
• Maintain vendor databases and procurement MIS reports.
• QualificationsBachelor's Degree in Commerce, Business Administration, Supply Chain Management, Hospitality Management, or a related field.
• Professional certification in Procurement or Supply Chain will be an added advantage.
• Experience2–5 years of experience in Procurement or Purchase, preferably in hospitality, hotels, resorts, restaurants, or luxury properties.
• Experience in hospitality purchasing systems and inventory management is preferred.
• Required SkillsExcellent negotiation and vendor management skills.
• Strong knowledge of hospitality procurement practices.
• Good understanding of inventory and stock management.
• Proficiency in Microsoft Excel, Word, and ERP/Purchase Management Software.
• Strong analytical and cost-control abilities.
• Good communication and interpersonal skills.
• Ability to work under pressure and manage multiple priorities.
• High level of integrity and attention to detail.
• Key CompetenciesNegotiation Skills
• Cost Optimization
• Vendor Relationship Management
• Time Management
• Planning & Coordination
• Problem Solving
• Team Collaboration
• Documentation & Record Keeping
• Attention to Detail
• Accountability
• Working ConditionsBased at the Corporate Office, New Alipore, Kolkata.
• Requires regular visits to The Rajbari Bawali and other business units as required.
• May be required to work beyond standard office hours during major events, festive seasons, or operational emergencies.

The Rajbari Bawali is an equal opportunity employer committed to building a professional, ethical, and guest-focused work environment.