Stores Executive

1. Inventory Management

• Maintain accurate stock records for raw materials, electrical components, spare parts, tools, and consumables.
• Ensure materials are properly labeled, coded, and stored in designated locations.
• Monitor minimum and maximum stock levels to avoid stockouts or overstocking.
• Should conduct regular stock audits (daily, weekly, monthly) and reconcile discrepancies.

2. Material Receiving

• Verify incoming goods against purchase orders and supplier invoices.
• Check quantity, quality, and specifications of received materials.
• Report any damaged or non-conforming goods to the Purchase Department for replacement/return.
• Update inventory records immediately after receiving goods.
• Verify and hand over received packages to the respective accounts personnel as per the list available in Zoho Books.

3. Material Issuance

• Issue materials to Production, Maintenance, and other departments based on approved slips.
• Ensure First-In-First-Out (FIFO) or First-Expiry-First-Out (FEFO) system is followed.
• Record each issuance in the inventory management system.

4. Documentation & Record Keeping

• Maintain GRNs (Goods Receipt Notes), Issue Slips, and Return Slips in both physical and digital formats.
• Ensure proper documentation for all inward and outward stock movements.
• Support internal and external audits by providing accurate reports.
• Ensure certain materials are dispatched with proper Delivery Challans. Maintain awareness and proper documentation for all DC-based dispatches.

5. Coordination with Other Departments

• Work closely with the Purchase Department for timely replenishment of stock.
• Receive the Bill of Materials (BOM) from the Project Department, verify available stock of raw materials and Issue available materials from stock.
• Prepare and share a shortage report with the Purchase Department for items not available in stock.
• Coordinate with Production to understand upcoming material requirements.
• Communicate with Accounts for supplier invoice verifications.

6. Safety & Housekeeping

• Ensure the store area is clean, organized, and compliant with safety standards.
• Store hazardous and flammable materials separately with proper labeling.
• Implement pest control measures to protect stored goods.

7. System & Software Usage

• Use Zoho Books to update stock in real-time.
• Generate inventory reports for management on a daily, weekly, and monthly basis.
• Track batch numbers, expiry dates, and warranty details of stored items.

8. Dispatch & Logistics

• Prepare materials for dispatch to customers or branches as per sales orders.
• Maintain proper packing standards to avoid transit damages.

9. Loss Prevention

• Implement measures to prevent pilferage, theft, and material wastage.
• Conduct surprise stock checks to ensure accuracy.