Inventory Management Executive

Position SummaryThe Stock & Invoice Coordinator is responsible for physically visiting all Sashtra Wellness sites on a rotating basis to document existing stock, collect site requirements, verify vendor bills/invoices, and maintain an accurate, up-to-date stock ledger. The role bridges site-level inventory reality with Head Office accounts, ensuring stock records, purchase requirements, and billing are reconciled and audit-ready at all times. The candidate must be comfortable traveling independently between sites (own two-wheeler required).

Key Responsibilities1. Site Visits & Requirement Collection

•   Travel to all Sashtra Wellness sites as per a fixed visit schedule/rotation to physically check stock and operations

•   Collect stock requirement/reorder requests from site in-charges (spa consumables, oils, linen, amenities, housekeeping supplies, etc.)

•   Consolidate site-wise requirements and submit to Head Office/Purchase for timely procurement

•   Note any site-level discrepancies, damages, or shortages during the visit

2. Stock Documentation & Ledger Maintenance

•   Conduct physical stock verification (opening stock, receipts, consumption, closing stock) at each site

•   Maintain a centralized, item-wise and site-wise stock ledger (manual/Excel) that is updated after every visit

•   Reconcile physical stock counts against the ledger and flag/investigate variances

•   Track fast-moving vs. slow-moving items and highlight reorder points to management

3. Bill & Invoice Verification

•   Collect vendor bills/invoices related to stock purchases and site consumables from each location

•   Cross-check bills against actual goods received (quantity, rate, item description) before forwarding for payment

•   Flag mismatches, missing bills, or rate discrepancies to the Accounts team

•   Maintain a bill tracker (site-wise, vendor-wise, status: received/verified/submitted/paid)

4. Coordination with Accounts

•   Liaise daily/weekly with the Accounts team to reconcile stock movement with purchase and payment records

•   Provide supporting documentation (bills, stock ledger extracts, site confirmations) for month-end closing

•   Assist Accounts in resolving vendor payment queries related to stock/consumables

•   Submit consolidated stock and billing reports to management on a periodic (weekly/monthly) basis

5. Documentation & Reporting

•   Prepare and maintain clean, well-organized Excel/Word records for stock, requirements, and bills

•   Support audits/spot-checks with organized documentation and site-visit trails

•   Maintain a travel/visit log covering sites covered, date, and purpose of visit

Key Skills &

Requirements•   Graduate (any discipline); Commerce background preferred

•   1–4 years experience in stock/inventory management, store-keeping, or purchase-billing coordination — multi-site/retail/hospitality exposure is a strong plus

•   Working knowledge of MS Excel (data entry, basic formulas, sorting/filtering) and MS Word for documentation

•   Must own a two-wheeler and hold a valid driving license — role requires regular travel between sites

•   Willingness to travel extensively within the city/region as per visit schedule

•   High attention to detail for physical stock counts and bill verification

•   Good communication skills (Telugu/Hindi/English) to coordinate with site staff and Accounts

•   Honest, reliable, and comfortable working with cash-value stock and vendor documentation

Key Performance Indicators

(KPIs)

KPI

Target

Sites covered per stock verification cycle

100% of Sashtra sites visited monthly

Stock ledger accuracy (physical vs. book)

Variance ≤ 2%

Invoice/bill verification turnaround

Within 48 hrs of collection

Reconciliation with Accounts

Completed monthly, before books close

Requirement/reorder requests raised

Submitted within 24 hrs of site visit