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.