Store Supervisor

1. Job Purpose

The Store Supervisor is responsible for the safe receipt, storage, recording, issuance and monitoring of all materials kept in the store. The role ensures that inward and outward movements are documented, daily material requests are fulfilled against approval, stock records remain accurate, and low-stock or required materials are reported to the Ware house Manager in a timely manner.

2. Key Responsibilities

A. Material Inward / Receiving

· Receive materials from vendors and verify them against the purchase order, delivery challan, invoice or other approved document.

· Check item description, quantity, unit, condition, specifications and visible damage before accepting the delivery.

· Record every receipt in the inward register or inventory system, including date, supplier, document number, item, quantity and receiver details.

· Highlight shortages, excess quantities, damaged goods, incorrect items or missing documents to the reporting manager before final acceptance.

· Label and place received items in their designated storage locations; keep supporting documents filed and traceable.

B. Material Outward / Daily Issuance

· Issue materials only against an approved requisition, authorized request, or the company’s defined approval process.

· Verify the requesting department / employee, item, quantity and purpose before issuing material.

· Enter each issue in the outward register or inventory system on the same day, recording date, item, quantity, recipient, department and authorization.

· Obtain the recipient’s acknowledgement/signature or electronic confirmation for issued materials.

· Follow a first-in, first-out (FIFO) approach where appropriate, and ensure controlled or high-value items are issued only to authorized personnel.

· Do not issue unrecorded material or make stock adjustments without approval.

C. Stock Control and Reconciliation

· Maintain updated stock records for all items, including opening balance, inward, outward, returns, adjustments and closing balance.

· Conduct routine physical stock counts and reconcile actual stock against register/system balances.

· Investigate and report stock variances, missing items, damaged goods, expiry or obsolete materials promptly.

· Maintain minimum, maximum and reorder levels for regularly used materials in consultation with the reporting manager.

· Keep fast-moving, slow-moving and non-moving items identifiable and report unusual consumption or repeated shortages.

D. Material Requirement and Replenishment Updates

· Monitor daily consumption and identify materials that are running low or are likely to be required shortly.

· Prepare and share a material requirement / record report with item name, specification, current stock, minimum level, required quantity and urgency.

· Inform the Admin / Facility Manager in advance of stock-outs, urgent requirements and materials needed for planned activities.

· Support the purchase process by sharing accurate item specifications, historical consumption and stock availability; do not place orders unless authorized.

· Follow up on pending purchase requests and expected delivery dates, and update stakeholders when material is received.

E. Store Organization, Safety and Housekeeping

· Keep the store clean, orderly, dry, secure and free from obstructions; ensure items are stored in designated and labelled locations.

· Store materials safely according to their type, weight, handling needs and manufacturer instructions.

· Use appropriate stacking and handling practices; report unsafe conditions, pests, leaks, fire hazards or damaged shelving immediately.

· Restrict access to authorized personnel and maintain key / access control as per company policy.

· Use suitable stock rotation and separate damaged, returned, expired or rejected materials from usable stock.

F. Documentation and Reporting

· Maintain accurate inward, outward, stock, return, damage and stock-count records in the prescribed format.

· Submit daily or periodic reports as required, including receipts, issues, closing stock, low-stock items and pending requirements.

· Maintain organized records of delivery challans, invoices, requisitions, approvals and acknowledgements for audit and verification.

· Ensure entries are complete, legible, timely and supported by appropriate documents.

· Share any discrepancy, suspected misuse, loss or unauthorized movement with the reporting manager immediately.

3. Daily Work Checklist

· Review pending material requests and deliveries at the start of the day.

· Receive and verify deliveries; complete inward entries and put items away promptly.

· Issue approved daily requirements and record each transaction immediately.

· Check critical / fast-moving items and update the low-stock requirement list.

· Maintain store cleanliness, safe storage and access control.

· Before closing, reconcile key transactions and share urgent requirements or unresolved issues with the reporting manager.

4. Authority and Controls

· May receive, organize and issue materials within the approved process and delegated authority.

· Must obtain approval before non-routine issues, stock write-offs, inventory adjustments, disposal, substitutions or emergency purchases.

· Must not commit company funds, place purchase orders, or authorize vendor payments unless separately delegated in writing.

· Must escalate suspected theft, unexplained stock differences, damaged deliveries and policy violations promptly.

5. Qualifications and Skills

· Minimum education: 12th pass or relevant qualification in stores, inventory, logistics or administration is preferred.

· Experience in storekeeping, inventory control, material receiving and issuing is preferred.

· Basic computer skills, including Excel or inventory software, and accurate data entry.

· Good organization, numerical accuracy, follow-up and record-maintenance skills.

· Ability to communicate clearly with vendors, employees, procurement and administration teams.

· Integrity, accountability, attention to detail and commitment to safe working practices.

6. Working Relationships

Internal: Administration / Facility Manager, Procurement / Finance, department representatives, employees and support staff. External: Vendors and delivery personnel for receiving and documentation, in accordance with company procedures.

Office timings - 9am to 7pm

• It is a Full Time Warehouse / Logistics job for candidates with 2 - 5 years of experience.