Housekeeping & Consumables Purchase Executive

Position: Housekeeping & Consumables Purchase Executive

Department: Procurement / Supply Chain

Industry: Hospitality

Experience: *2–3 years of experience in local procurement within hospitality, facility management, or retail industries.*

Education: Graduate in Commerce, Business Administration, Hotel Management, or related field

Role Overview

We are seeking a dedicated and detail-oriented Housekeeping & Consumables Purchase Executive to oversee daily procurement operations across all hotel departments, including Housekeeping, F&B, Engineering, Front Office, General Stores, and Administration. The ideal candidate will ensure timely sourcing of quality materials and services at competitive prices while adhering to procurement policies, budget controls, and documentation standards.

Key Responsibilities

1. Procurement & Coordination

Execute local procurement of consumables, housekeeping supplies, engineering spares, stationery, and administrative items as per departmental requisitions.

Source multiple quotations, prepare comparative statements, and issue purchase orders using ERP or manual systems.

Coordinate with user departments to confirm specifications, required quantities, and delivery timelines.

Follow up with vendors to ensure timely deliveries, replacements, and returns for rejected goods.

Handle emergency or urgent spot purchases with complete documentation and approvals.

2. Cost Control & Compliance

Negotiate prices, payment terms, and delivery conditions in line with company policies and approved budgets.

Verify supplier invoices against POs and GRNs prior to forwarding them to Finance for payment.

Ensure all procurement activities strictly comply with audit guidelines and company procurement policies.

Coordinate with Finance and Stores for invoice reconciliation, payment tracking, and maintaining accurate inventory levels.

3. Documentation & Reporting

Maintain complete records of enquiries, quotations, purchase orders, delivery notes, and vendor communications.

Track pending and active purchase orders; prepare periodic procurement and status reports.

Update ERP/procurement software with current vendor details, pricing, and purchase history.

Support internal and external audits by providing accurate and up-to-date procurement documentation.

Key Skills & Competencies

Strong knowledge of hospitality procurement categories: Housekeeping, Engineering, F&B, General Supplies, Admin.

Excellent negotiation, vendor management, and coordination capabilities.

Proficiency in MS Office and ERP systems (SAP, Newgen, Oracle, etc.).

Strong communication, documentation, and follow-up skills.

Highly detail-oriented with a focus on accuracy, timelines, and compliance.

Education & Experience

Graduate in Commerce, Business Administration, Hotel Management, or a related field.

2–3 years of experience in local procurement within hospitality, facility management, or retail industries.

Keyword: Housekeeping, Hospitality Management, Purchase Orders, Purchasing, Purchasing Processes, Procurement, Hospitality Industry, Procurement Management, facility management