Purchase Executive

JOB DESCRIPTION – PURCHASE EXECUTIVEPosition Details

Designation

Purchase Executive

Department

Purchase / Procurement

Company

Nandhana Foods

Location

Bengaluru

Reporting To

Purchase Manager / Head – Purchase

Experience

2–5 Years

Industry

Food & Hospitality

Employment Type

Full-Time

Job Purpose

The Purchase Executive will be responsible for managing day-to-day procurement activities for Nandhana Foods, ensuring the timely availability of quality raw materials, food ingredients, packaging materials, consumables, and other operational requirements at competitive prices.

The role will focus on vendor coordination, purchase order processing, price negotiation, quality and quantity checks, inventory coordination, and ensuring uninterrupted supply to business operations.

Key Responsibilities1. Procurement & Purchase Operations

Handle day-to-day procurement requirements for Nandhana Foods and its restaurant/hotel operations.

Purchase food ingredients, vegetables, fruits, meat, poultry, dairy products, groceries, beverages, packaging materials, cleaning materials and other operational items.

Review purchase requisitions and ensure timely procurement.

Coordinate with stores, production, kitchen and operations teams to understand requirements.

Ensure materials are procured as per approved specifications and quantities.

Prepare and process Purchase Orders (POs) as per company procedures.

Follow up with vendors to ensure timely delivery.

Vendor Management

Identify, evaluate and develop reliable vendors and suppliers.

Maintain an updated vendor database with pricing, product specifications and contact details.

Obtain and compare quotations from multiple vendors.

Negotiate prices, payment terms, delivery schedules and other commercial terms.

Monitor vendor performance in terms of quality, price, delivery and service.

Develop alternate vendors for critical and high-consumption items to avoid supply disruptions.

Cost Control & Negotiation

Ensure purchases are made at competitive market prices.

Conduct regular market surveys and price comparisons.

Negotiate with suppliers to achieve cost savings without compromising quality.

Monitor price fluctuations in key food commodities and inform the reporting manager.

Support procurement cost-control initiatives and budget adherence.

Identify opportunities for bulk purchase and rate contracts wherever commercially viable.

Quality & Specification Control

Ensure all purchased materials meet approved quality and specification standards.

Coordinate with Stores, Kitchen, Production and Quality teams regarding material quality.

Address quality complaints and coordinate replacements with vendors.

Ensure appropriate shelf life, packaging and storage requirements are considered during procurement.

Avoid procurement of expired, damaged or substandard materials.

Inventory & Stores Coordination

Coordinate closely with the Stores team to monitor stock levels and consumption.

Ensure timely procurement based on minimum and maximum stock levels.

Avoid stock-outs of critical materials.

Support reduction of excess inventory and material wastage.

Monitor fast-moving and high-value items regularly.

Coordinate procurement based on business forecasts and operational requirements.

Purchase Documentation & MIS

Maintain proper purchase records and documentation.

Prepare and maintain Purchase Orders, quotation comparisons and vendor records.

Maintain purchase price comparison and rate history.

Prepare daily/weekly/monthly purchase reports as required.

Track pending purchase orders and deliveries.

Coordinate with Accounts for invoice verification and payment-related documentation.

Ensure purchase transactions are properly recorded in the ERP/Purchase system.

Coordination with Internal Departments

Work closely with

Kitchen & Production

Stores

Operations

Finance & Accounts

Quality / Food Safety

Maintenance

HR / Administration

Clarify material specifications and delivery requirements with concerned departments.

Ensure procurement activities are aligned with operational requirements.

Compliance & Food Safety

Ensure procurement is made only from approved and reliable vendors.

Maintain required vendor documentation and statutory records.

Ensure food suppliers meet applicable food safety and quality requirements.

Support compliance with company procurement policies and food safety standards.

Maintain confidentiality of vendor rates, commercial terms and company procurement information.

Key Performance Indicators (KPIs)

Purchase cost savings

Purchase price variance

Timely availability of materials

Vendor delivery performance

Material quality and rejection rate

Stock-out incidents

Vendor development and alternate sourcing

Purchase order processing accuracy

Procurement within approved budget

Reduction in wastage and excess inventory

Timely submission of purchase MIS

Required Skills & Competencies

Good knowledge of food and hospitality procurement

Strong vendor negotiation skills

Knowledge of local market and food commodity pricing

Good communication and interpersonal skills

Strong analytical and comparison skills

Good knowledge of MS Excel and procurement systems

Strong follow-up and coordination skills

Ability to manage multiple purchase requirements simultaneously

Cost-conscious and commercially aware

Good understanding of inventory and stock management

Educational Qualification

Bachelor's degree in Commerce, Business Administration, Supply Chain, Procurement or a relevant discipline.

MBA / PG Diploma in Supply Chain or Procurement will be an added advantage.

Preferred Experience

2–5 years of experience in Purchase / Procurement.

Experience in restaurants, hotels, food manufacturing, catering

Candidates with strong experience in food raw material procurement and vendor management will be preferred.

Personal Attributes

Strong integrity and ethical approach

Detail-oriented and organized

Proactive and result-oriented

Good negotiation and relationship-building skills

Strong