Warehouse Operations & Reconciliation Executive

Department : Supply Chain / Warehouse Operations / Logistics

Role Overview

Responsible for managing end-to-end warehouse and logistics operations across forward and return processes, marketplace/channel reconciliation, courier billing verification, SAP and Vinculum inventory reconciliation, purchase order management, SPF claims, and finance coordination. The role will ensure timely order processing, inventory accuracy, documentation, billing validation, and operational compliance across all PPMP channels and marketplaces.

Key Responsibilities

1. Outbound Operations

- Ensure 100% adherence to Outbound TAT as per channel-specific cut-off timings.
- Ensure 100% compliance with Outbound VMS across all channels.
- Monitor and resolve order synchronization issues within the defined TAT.
- Monitor orders on hold and ensure orders exceeding 24 hours TAT remain within the defined threshold of 0.01% of total orders.
- Conduct monthly forward reconciliation with all relevant channels/marketplaces.
- Coordinate with warehouse and channel teams to resolve operational discrepancies impacting dispatch.

1. Return Operations & Reconciliation

- Ensure timely and accurate return processing within the warehouse.
- Manage end-to-end SPF claim ticket uploads and ensure timely follow-up.
- Perform return reconciliation with the Warehouse, Channels/Marketplaces, and Finance teams.
- Conduct end-to-end return reconciliation across all marketplaces and PPMP channels.
- Identify return mismatches and coordinate with relevant teams for timely closure.
- Maintain and monitor SPF trackers for all PPMP and marketplace channels.
- Follow up with PPMP teams on SPF claims, return discrepancies, and pending actions.

1. Inventory Reconciliation & SAP Operations

- Monitor EAN-wise inventory reconciliation between SAP Plant and Vinculum to ensure stock accuracy.
- Reconcile inventory between SAP and Vinculum to ensure stock availability and operational continuity.
- Ensure MRN activity is completed in SAP immediately after GRN completion in Vinculum.
- Create and monitor STOs in SAP for stock transfers and shortages identified during inward processing.




- Coordinate with the Merchandise team for creation of STOs against excess stock received during inward operations.
- Follow up with Warehouse and Merchandise teams for timely ASN triggering and successful STO stock transfers.
- Perform stock adjustments in SAP Plant 2201 (EKB) for return mismatches, other-brand inventory, and stock correction requirements.
- Ensure returned inventory is transferred to Unrestricted Stock in SAP and made available for sale wherever applicable.
- Monitor day-to-day warehouse inventory transactions and identify discrepancies.
- Coordinate with warehouse, merchandise, and SAP teams to resolve inventory discrepancies within defined timelines.
- Verify warehouse-billed data and ensure accurate posting in SAP.

1. Packaging Material Management

- Monitor packaging material inventory and conduct regular reconciliation.
- Prepare Packaging Material Reports and identify shortages or replenishment requirements.
- Raise/coordinate PO creation for packaging material shortages.
- Ensure packaging material POs are created and submitted in SAP for payment processing.
- Coordinate with vendors for advance payments and follow up until closure.
- Ensure adequate packaging material availability across all applicable PPMP channels.

1. Purchase Orders, MRN & Documentation

- Create POs for all courier services and packaging materials as required.
- Create MRNs for all courier invoices immediately upon receipt of valid invoices.
- Take printouts of invoices, POs, and MRNs and maintain proper documentation.
- Ensure the Park Number is mentioned on each invoice.
- Obtain the required senior approval/signature on invoices along with the corresponding PO and MRN.
- Submit invoices to the Finance team and share the required documentation, including PO Number and Invoice Number, through email.
- Maintain proper records of all POs, MRNs, invoices, and payment documentation.

1.



Courier Billing & Invoice Verification

- Verify courier billing for Domestic, International, and Warehouse operations.
- Download and maintain courier billing files/excel reports for verification.
- Validate courier bills and ensure correct/valid status is maintained for each bill.
- Verify all courier invoices against applicable charges, rates, services, and supporting details.
- Record separate remarks for discrepancies identified during bill verification.
- Coordinate with courier partners to resolve billing discrepancies.
- Follow up with courier partners for Credit Notes against incorrect/excess billing.
- Submit received Credit Notes to Finance for appropriate accounting/action.

1. Finance & Payment Coordination

- Submit validated invoices and supporting documents to the Finance team within the required timeline.
- Coordinate with Finance for invoice processing and payment status.
- Follow up on pending courier and packaging payments.
- Follow up with vendors regarding advance payments where applicable.
- Track pending invoices, credit notes, and payment-related issues until closure.
- Maintain proper documentation for audit and financial reconciliation purposes.

1. Reporting & MIS

- Prepare and circulate daily Order Reports.
- Maintain and update daily Forward & Return Dashboards.
- Prepare packaging material reports and initiate replenishment/PO requirements where necessary.
- Maintain SPF trackers for all PPMP channels and marketplaces.
- Monitor operational data and highlight discrepancies, pending actions, and exceptions to relevant stakeholders.
- Ensure reports and trackers are accurate, timely, and updated on a daily basis.

1. Warehouse Coordination

- Monitor daily warehouse operations related to inventory, inward, outbound, returns, and stock transfers.
- Coordinate with Warehouse, Merchandise, PPMP, Marketplace, Finance, SAP, and courier teams.
- Ensure timely resolution of warehouse and inventory discrepancies.
- Monitor ASN, GRN, MRN, STO, stock adjustment, and return-related activities.
- Ensure operational transactions are completed within defined TATs.
- Identify process gaps and coordinate corrective actions to improve operational efficiency.

📌 Warehouse Operations Executive (Gurugram)
🏢 BIBA
📍 Gurugram