Purchase Manager

Industry: Family Entertainment Centre – Gaming, Bowling, Restaurant & Hospitality

Department: Purchase / Procurement

Location: Kolkata – Alipore & Axis Mall, New Town

Position: Purchase Manager

Reporting To: General Manager / Management

Employment Type: Full-Time

Offered Salary: ₹35,000 per month

Job Purpose

The Purchase Manager will be responsible for managing the complete procurement function of PinPlay across its Kolkata locations, covering Food & Beverage, Gaming, Technical & Maintenance, Housekeeping, Administration and other operational requirements.

The role will ensure timely availability of materials at competitive prices while maintaining required quality standards. The Purchase Manager will take ownership of vendor development, commercial negotiation, purchase planning, cost control, procurement documentation and coordination with Stores, Operations, F&B, Kitchen, Accounts and Management.

The position requires a hands-on procurement professional who can manage both regular F&B purchasing and specialized operational/technical procurement in a fast-paced entertainment and hospitality environment.

Key Roles & Responsibilities

1. Purchase Planning & Procurement Management

• Manage the overall purchase and procurement activities for PinPlay's Kolkata operations.
• Receive and review Purchase Requisitions (PRs) from different departments and locations.
• Plan procurement based on operational requirements, stock availability, consumption patterns and lead times.
• Obtain quotations and prepare comparative statements for major purchases.
• Negotiate prices, credit periods, delivery schedules, warranties and other commercial terms.
• Issue/authorize Purchase Orders as per the organization's approval matrix.
• Ensure materials are procured at the right quality, quantity, price and time.
• Minimize emergency and unplanned purchases through effective purchase planning.

2. Food & Beverage Procurement

• Manage procurement of vegetables, groceries, dairy products, bakery items, packaged foods, beverages, kitchen ingredients and other restaurant requirements.
• Coordinate with the Chef, Kitchen and F&B teams for daily, weekly and monthly requirements.
• Ensure food products meet required standards of quality, freshness, hygiene and consistency.
• Regularly monitor market rates of major food commodities.
• Negotiate competitive rates with suppliers while ensuring product quality.
• Develop alternative suppliers for frequently consumed and critical F&B items.
• Work with the F&B/Kitchen team to control procurement costs and reduce avoidable wastage.

3. Gaming, Technical & Maintenance Procurement

• Manage procurement requirements related to gaming, bowling and entertainment operations.
• Source gaming equipment accessories, technical components, consumables and spare parts as required.
• Procure electrical, mechanical, plumbing and maintenance materials.
• Coordinate with Gaming and Maintenance teams regarding technical specifications.
• Liaise with equipment suppliers/service providers regarding warranties, replacement parts and maintenance-related requirements.
• Ensure availability of critical spares to minimize equipment downtime.

4. General & Operational Procurement

Manage procurement of other operational requirements including:

• Housekeeping and cleaning materials
• Crockery, cutlery and kitchen utensils
• Packaging and disposable materials
• Uniforms and staff supplies
• Printing and stationery
• Office and IT accessories
• Electrical and plumbing materials
• Furniture and fixtures
• Safety equipment
• Marketing and event-related materials
• Other consumables and operational supplies

Vendor Development & Management

• Identify, evaluate, negotiate with and onboard suitable vendors.
• Develop a strong and reliable vendor base for major procurement categories.
• Maintain multiple suppliers for critical products to reduce dependency on individual vendors.
• Maintain and periodically update the Approved Vendor List.
• Conduct regular vendor performance evaluations based on:
• Price competitiveness
• Product quality
• Delivery performance
• Service and responsiveness
• Credit terms
• Negotiate annual/rate contracts for high-volume and recurring purchases wherever beneficial.
• Resolve supplier issues relating to shortages, delayed deliveries, quality problems and incorrect billing.
• Maintain professional and ethical relationships with suppliers.

Cost Control & Commercial Negotiation

• Take ownership of procurement cost optimization.
• Conduct regular market surveys and price benchmarking.
• Negotiate effectively to obtain competitive prices and favorable commercial terms.
• Identify alternate products and vendors to reduce procurement costs without compromising operational quality.
• Analyze price trends and recommend bulk purchases or rate contracts where commercially beneficial.
• Track savings achieved through negotiations and alternate sourcing.
• Control unnecessary, duplicate and emergency purchases.

Inventory & Stores Coordination

• Coordinate closely with Stores and concerned departments regarding stock availability and requirements.
• Review consumption patterns of major and fast-moving items.
• Support establishment of minimum, maximum and reorder stock levels.
• Ensure critical materials are available without excessive inventory holding.
• Review slow-moving and non-moving inventory with concerned departments.
• Coordinate inter-location stock transfers wherever commercially and operationally appropriate.
• Participate in periodic inventory reviews and reconciliation as required.

Purchase Documentation & MIS

• Ensure proper maintenance of:
• Purchase Requisitions
• Vendor quotations
• Comparative statements
• Purchase Orders
• Delivery documentation
• Goods Receipt Notes (GRN)
• Vendor invoices
• Rate contracts and vendor agreements
• Coordinate with Stores for verification of material receipts.
• Coordinate with Accounts for invoice verification and vendor payments.
• Ensure proper matching of PO – GRN – Invoice before payment processing.
• Maintain complete and accurate vendor and purchase records.

Prepare periodic Purchase MIS covering:

• Total purchase value
• Location-wise purchases
• Category-wise purchases
• Vendor-wise purchases
• Purchase price variance
• Pending Purchase Orders
• Outstanding deliveries
• Emergency purchases
• Vendor performance
• Cost savings achieved
• Significant changes in market prices

Multi-Location Procurement Management

• Handle procurement requirements for PinPlay's New Alipore and Axis Mall/New Town locations.
• Consolidate requirements between locations wherever possible to obtain better commercial terms.
• Maintain appropriate location-wise purchase records and cost allocation.
• Ensure uniform procurement and quality standards across locations.
• Coordinate urgent procurement requirements between locations.
• Visit suppliers, markets and PinPlay locations whenever required.

Compliance & Purchase Controls

• Ensure compliance with the organization's Purchase Policy and approval matrix.
• Maintain transparency in vendor selection and quotation comparison.
• Ensure purchases are made from approved vendors wherever applicable.
• Verify availability of appropriate GST invoices and supporting documents.
• Ensure procurement activities follow established commercial and documentation procedures.
• Prevent unauthorized or unnecessary purchases.
• Maintain confidentiality of vendor quotations, negotiated prices and commercial information.
• Maintain high standards of integrity and ethical procurement practices.

Qualification

• Graduate in Commerce, Business Administration, Supply Chain Management, Hotel Management or a related discipline.
• Diploma/Certification in Purchase, Materials Management or Supply Chain Management will be an added advantage.

Experience

• Preferably 5–8 years of relevant experience in Purchase/Procurement, including experience independently handling procurement responsibilities.
• Previous experience in restaurants, hotels, QSR, clubs, gaming zones, amusement centres, family entertainment centres or hospitality businesses will be preferred.
• Experience handling F&B procurement along with general/technical purchases will be highly desirable.
• Good knowledge of the Kolkata vendor and supplier market is preferred.

Key Skills & Competencies

• Strong purchasing and procurement knowledge
• Excellent vendor negotiation skills
• Vendor sourcing and development
• F&B and hospitality procurement knowledge
• Cost-control and commercial orientation
• Purchase planning and inventory understanding
• Strong numerical and analytical ability
• Knowledge of GST invoices and procurement documentation
• Purchase MIS and reporting
• Good working knowledge of MS Excel and MS Office
• Experience with ERP/accounting/inventory software preferred
• Strong communication and interpersonal skills
• Problem-solving and decision-making ability
• Ability to manage multiple priorities and urgent requirements
• Strong follow-up and coordination skills
• High degree of integrity and confidentiality

Key Performance Indicators (KPIs)

The Purchase Manager's performance will primarily be evaluated against:

1. Procurement Cost Savings – Savings generated through negotiation, alternate sourcing and rate contracts.
2. On-Time Procurement – Timely fulfillment of approved purchase requirements.
3. Purchase Price Variance – Control over increases in procurement prices.
4. Vendor Performance – Supplier quality, delivery reliability and responsiveness.
5. Stock-Out Control – Prevention of operational disruptions due to procurement delays.
6. Emergency Purchase Reduction – Reduction in last-minute/unplanned purchasing.
7. Quality Rejection Rate – Control of rejected or substandard materials.
8. Purchase Process Compliance – Adherence to PR, quotation, approval and PO procedures.
9. Vendor Development – Availability of reliable alternate suppliers for major categories.
10. F&B Purchase Cost Control – Competitive sourcing of food ingredients while maintaining quality standards.
11. Purchase MIS Accuracy – Timely and accurate reporting of procurement information.
12. Inventory Optimization – Contribution toward reducing excess and slow-moving inventory.

Key Internal Coordination

The Purchase Manager will work closely with:

• Management / General Manager
• Operations Team
• Restaurant / F&B Manager
• Executive Chef / Kitchen Team
• Gaming & Entertainment Operations
• Maintenance / Engineering
• Stores & Inventory
• Accounts & Finance
• Administration
• Marketing & Events