Warehouse Manager

Roles & Responsibilities  

1. Role Purpose  

The Senior Warehouse Manager is responsible for end-to-end warehouse operations across both Gubbacci warehouses, ensuring accurate inventory control, ERP-driven processes, operational efficiency, timely order fulfillment, and seamless coordination with Merchandising, QA/QC, ERP, Sales, and Logistics teams.

This role is critical in scaling Gubbacci’s warehouse operations, minimizing errors, improving turnaround times, and ensuring customer satisfaction.

2. Reporting Structure  

The Senior Warehouse Manager will have direct and indirect reporting responsibility over the following teams:

Direct Reports:  

• Warehouse In-Charge – Warehouse 1
• Warehouse In-Charge – Warehouse 2
• ERP / Inventory Management Team
• Pickers & Packers Team (through Warehouse In-Charge)

Functional Coordination With:  

• Merchandising Team
• QA / QC Team
• Inside Sales Team
• Logistics & Courier Partners
• Accounts Team (for reconciliation & inventory valuation)

3. Core Responsibilities  

A. Warehouse Operations Management (Both Warehouses)  

• Overall responsibility for smooth functioning of Warehouse 1 and Warehouse 2
• Ensure standardized processes are followed across both warehouses
• Allocate manpower effectively based on seasonality, order volume, and workload
• Monitor attendance, productivity, discipline, and performance of warehouse teams
• Ensure workplace safety, cleanliness, and compliance with internal policies

B. Inward Material Management (Fabric, Knits & Finished Goods)  

• Oversee end-to-end inward process:
• Fabric / knit inward
• Finished goods inward
• Ensure:
• Proper GRN creation in Zoho Inventory
• Accurate quantity, SKU, size, and batch verification
• Ensure mandatory barcoding of all materials and finished goods
• Ensure materials are:
• Properly tagged
• Assigned correct warehouse locations (rack/bin mapping)
• Updated accurately in ERP

C. ERP & Inventory Management (Zoho Ecosystem)  

• Own and manage Zoho Inventory and related Zoho applications
• Ensure:
• Real-time inventory accuracy
• Zero mismatch between physical and system stock
• Conduct:
• Regular cycle counts
• Monthly and quarterly stock audits
• Coordinate with ERP team to:
• Fix discrepancies
• Improve workflows
• Implement new features or automations
• Train warehouse staff on ERP discipline and usage

D. QA/QC & Merchandising Coordination  

• Coordinate closely with QA/QC team for:
• Quality checks
• Measurement verification
• Rejection handling
• When quality or measurements are not up to mark:
• Escalate issues promptly
• Work with Merchandising Team to:
• Arrange replacements
• Manage rework or rejection stock
• Ensure rejected / hold stock is:
• Clearly identified
• Segregated
• Properly updated in ERP

E. Picking, Packing & Dispatch Management  

• Ensure accurate picking of:
• Correct SKU
• Correct size
• Correct quantity
• Implement and enforce:
• Barcode-based picking
• Double-check / verification processes
• Ensure packing standards are followed:
• Correct labeling
• Proper packaging
• School / student-specific tagging where required
• Coordinate dispatch with logistics partners
• Ensure dispatch data is accurately updated in ERP

F. Logistics & Delivery Oversight  

• Coordinate with approved logistics and courier partners
• Monitor:
• Shipment dispatch
• Transit timelines
• Delivery confirmation
• Ensure:
• POD / delivery confirmation is tracked
• Delays, losses, or damages are escalated immediately
• Work with customer support team to resolve delivery-related issues

G. Returns, Exchanges & Reverse Logistics  

• Design, document, and optimize:
• Returns process
• Exchange process
• Ensure:
• Returned products are properly inspected
• Usable stock is returned to inventory
• Damaged / non-usable stock is clearly marked
• Ensure ERP is updated accurately for:
• Returned inventory
• Replacement shipments
• Minimize losses due to improper return handling

H. Process Optimization & Continuous Improvement  

• Identify inefficiencies in:
• Inward processes
• Storage
• Picking & packing
• Dispatch
• Returns & exchanges
• Propose and implement:
• Process improvements
• Automation where possible
• Better layout and bin management
• Create and update warehouse SOPs
• Drive cost optimization without compromising quality or accuracy

I. Reporting & MIS  

• Prepare and share regular reports including:
• Inventory accuracy reports
• Order fulfillment metrics
• Returns & exchanges data
• Loss / damage reports
• Productivity reports
• Provide actionable insights to management

J. Compliance & Risk Management  

• Ensure compliance with:
• Internal SOPs
• Audit requirements
• Safety standards
• Prevent pilferage, shrinkage, and unauthorized movements
• Maintain strict access control and accountability

4. Required Skills & Competencies  

• Strong expertise in Zoho Inventory & Zoho ecosystem
• Deep understanding of warehouse operations & inventory control
• Experience managing large teams across multiple warehouses
• Strong coordination and problem-solving skills
• High attention to detail and process discipline
• Ability to work in high-pressure seasonal environments
• Data-driven and improvement-oriented mindset

5. Key Performance Indicators (KPIs)  

• Inventory accuracy (%)
• Order fulfillment accuracy (%)
• On-time dispatch rate
• Return & exchange turnaround time
• ERP data accuracy
• Reduction in errors, rework, and losses
• Warehouse productivity metrics

6. Confidentiality & Accountability  

The Senior Warehouse Manager is expected to maintain strict confidentiality of company data, pricing, inventory, and operational processes and is fully accountable for warehouse operations under their control.