Role Summary
The Procurement Manager will be responsible for managing the end-to-end procurement function of the Central Kitchen, ensuring the timely availability of quality raw materials, ingredients, packaging materials, consumables, and other operational requirements at the right quality, right quantity, right price, and right time.
The role will involve vendor development and management, purchase planning, cost negotiation, inventory coordination, quality compliance, procurement controls, and ensuring uninterrupted kitchen operations while maintaining optimum procurement costs.
Key Responsibilities
1. Procurement Planning & Execution
- Manage end-to-end procurement activities for the Central Kitchen.
- Plan purchases based on production schedules, consumption patterns, inventory levels, and business requirements.
- Ensure timely procurement of vegetables, fruits, dairy, meat, poultry, dry groceries, spices, frozen products, beverages, packaging materials, cleaning materials, and other consumables.
- Coordinate with the Kitchen, Production, Stores, Operations, and Finance teams to understand requirements.
- Ensure purchase orders are raised and processed within defined timelines.
- Monitor pending orders and ensure timely delivery to avoid production disruptions.
2. Vendor Management
- Identify, evaluate, onboard, and develop reliable vendors and suppliers.
- Maintain a strong vendor network for critical food and non-food categories.
- Negotiate pricing, payment terms, credit period, minimum order quantities, lead times, and delivery schedules.
- Regularly evaluate vendor performance based on quality, price, delivery, service, and compliance.
- Develop alternate vendors for critical and high-value items to minimize supply risks.
- Conduct periodic vendor reviews and negotiations for cost optimization.
3. Cost Control & Savings
- Drive procurement cost optimization without compromising food quality or specifications.
- Benchmark market prices and conduct regular price comparisons.
- Negotiate rates based on volume, seasonality, market conditions, and long-term contracts.
- Identify opportunities for bulk buying, rate contracts, alternate sourcing, and vendor consolidation.
- Monitor food commodity price fluctuations and proactively communicate potential cost impacts.
- Track procurement savings and ensure adherence to approved budgets.
4. Quality & Food Safety
- Ensure all purchased materials meet defined quality specifications and Food Whisperer standards.
- Coordinate with Quality / HSEQ teams for supplier quality requirements.
- Ensure vendors comply with applicable food safety, hygiene, statutory, and regulatory requirements.
- Address quality-related complaints, rejections, shortages, and discrepancies with vendors.
- Work with vendors to implement corrective actions wherever required.
- Ensure proper documentation and traceability of food materials where applicable.
5. Inventory & Stores Coordination
- Coordinate closely with the Stores team to maintain optimum inventory levels.
- Monitor stock levels, consumption trends, reorder levels, slow-moving items, and expiry risks.
- Avoid both stock-outs and excessive inventory.
- Support implementation of FIFO/FEFO practices wherever applicable.
- Review wastage, expiry, and material rejection reports and take corrective action with vendors.
- Ensure procurement is aligned with actual consumption and production requirements.
6. Purchase Documentation & Controls
- Ensure proper documentation of purchase requisitions, quotations, comparative statements, purchase orders, delivery challans, and invoices.
- Maintain procurement records and vendor documentation.
- Ensure procurement transactions are processed as per company approval matrix and SOPs.
- Coordinate with Finance for invoice verification, GRN reconciliation, and vendor payments.
- Ensure procurement processes are transparent, controlled, and audit-ready.
7. Market Intelligence
- Track market trends for key food commodities and raw materials.
- Monitor seasonal availability and price fluctuations.
- Identify new products, suppliers, and alternate sources.
- Conduct regular market surveys and maintain updated price benchmarks.
- Provide inputs to management regarding expected price increases, shortages, or supply risks.
8. Team Management
- Lead and supervise the procurement team at the Central Kitchen.
- Allocate responsibilities and monitor team performance.
- Train team members on procurement SOPs, vendor management, documentation, and cost-control practices.
- Establish clear KPIs and ensure timely completion of procurement activities.
9. Cross-Functional Coordination
- Work closely with:
- Central Kitchen / Production Team
- Executive / Regional Chefs
- Stores & Inventory Team
- Operations Team
- Finance & Accounts
- Quality / HSEQ
- Planning Team
- Ensure procurement decisions support production requirements, menu planning, food cost targets, and operational efficiency.
Key Performance Indicators (KPIs)
- Procurement cost savings / cost reduction
- Purchase price variance
- Vendor performance and service levels
- On-time delivery percentage
- Material rejection percentage
- Stock-out frequency
- Inventory days / inventory value
- Purchase order processing TAT
- Vendor development and alternate sourcing
- Procurement compliance and documentation accuracy
- Reduction in wastage and expiry
- Adherence to procurement budget
Educational Qualification
- Bachelor's degree in Supply Chain Management, Procurement, Operations, Hotel Management, Commerce, or a related field.
- MBA / PG Diploma in Supply Chain Management or Procurement will be an added advantage.
Experience
- 5–8 years of experience in Procurement / Purchase / Supply Chain, preferably in:
- Central Kitchen
- QSR / Restaurant
- Food Production
- Catering
- Hospitality
- FMCG / Food Manufacturing
- Candidates with strong experience in food and raw-material procurement will be preferred.
- Experience in managing multiple vendors and high-volume procurement operations is desirable.
Required Skills
- Food & raw-material procurement
- Vendor development and management
- Price negotiation
- Cost control and savings
- Market analysis
- Inventory management
- Purchase planning
- Supply chain coordination
- Quality and food safety awareness
- MIS and procurement reporting
- Advanced Excel / Google Sheets
- ERP / Procurement software knowledge
- Team management
- Strong communication and negotiation skills
- Analytical and problem-solving ability
Preferred Knowledge
- Knowledge of food commodities and market pricing
- Knowledge of food specifications and quality standards
- Understanding of FIFO / FEFO and inventory controls
- Understanding of GST, invoices, GRN, purchase orders, and basic commercial terms
- Knowledge of food safety and supplier compliance requirements
- Experience with ERP / HRMS / Procurement systems will be an advantage
Key Competencies
- Strong commercial acumen
- Negotiation skills
- Ownership and accountability
- Vendor relationship management
- Cost-conscious approach
- Planning and organization
- Decision-making ability
- Attention to detail
- Problem-solving
- Ability to work in a fast-paced Central Kitchen environment
- High integrity and ethical approach
Working Conditions
The role will be based at the Food Whisperer Central Kitchen and will require regular coordination with vendors, stores, production, kitchen, quality, finance, and operations teams. Occasional market visits and vendor visits may be required.
