Executive - Purchase and Stores

Key Responsibilities

Receive and verify all incoming materials against Purchase Orders, invoices, delivery challans, and approved specifications.Inspect the quantity, quality, expiry dates, packaging, and condition of materials received.Prepare and maintain Goods Receipt Notes (GRN) and other required receiving documents.Ensure proper storage and systematic arrangement of materials according to category and storage requirements.Issue materials to various departments based on approved Material Requisitions / Store Requisitions.Maintain accurate stock records in the ERP/system and physical stock registers.Conduct regular physical stock verification and reconcile discrepancies.Monitor stock levels and inform the Stores/Purchase Manager about minimum stock, shortages, excess stock, and slow-moving items.Follow FIFO/FEFO principles, particularly for food, beverage, chemicals, and other expiry-sensitive items.Ensure proper segregation and storage of food items, chemicals, housekeeping supplies, engineering materials, and other inventory.Check expiry dates and identify damaged, expired, or non-moving stock for appropriate action.Coordinate with the Purchase, Finance, F&B, Kitchen, Housekeeping, Engineering, and other departments regarding material requirements and inventory.Maintain proper documentation for receipts, issues, returns, transfers, and stock adjustments.Assist in monthly/periodic stock audits and inventory reconciliation.Ensure the stores area is clean, organized, secure, and compliant with health, hygiene, safety, and fire-safety standards.Monitor and control wastage, pilferage, and unauthorized issuance of materials.Coordinate with vendors for discrepancies, shortages, damaged materials, or rejected items.Support month-end closing activities and provide required stock reports to the Finance/Management team.Perform any other duties assigned by the Stores Manager / Purchase Manager / Unit Head.

Skills & Competencies

Good knowledge of inventory and stock management.Understanding of GRN, Material Requisition, Purchase Order, Stock Transfer, and Issue procedures.Good knowledge of FIFO/FEFO and proper storage practices.Basic knowledge of hospitality materials and operational supplies.Good numerical and reconciliation skills.Strong attention to detail and documentation skills.Good knowledge of MS Excel and inventory/ERP systems.Good communication and coordination skills.Ability to identify discrepancies and resolve stock-related issues.Strong integrity and accountability in handling inventory.