A. Inventory & Stores Management

- Maintain the stock register and bin cards for every item, accurately recording receipts, issues and running balances.

- Monitor reorder levels and minimum/safety stock levels for each item to prevent stockouts while avoiding excess holding.

- Issue material from stores on a First-In-First-Out (FIFO) basis, particularly for perishable items and consumables, and track expiry dates.

- Classify inventory using ABC analysis and apply tighter control and more frequent review to high-value, high-usage items.

- Conduct periodic cycle counts and the annual physical stock verification/audit; reconcile physical stock with book balances and investigate discrepancies.

- Identify, document and dispose of dead, surplus, obsolete or damaged stock as per approved school policy, with management sign-off.

- Organize, label and maintain the stores room (by category, e.g. stationery, sports, housekeeping, electrical, consignment) to ensure quick and accurate retrieval.

- Restrict and log access to the stores room, with dual authorization for high-value items, to prevent pilferage and loss.

- Tag and maintain a register for fixed assets.

- Receive department indents, verify quantity and authorized signatory, and issue materials against a duly authorized issue slip/requisition.

- Prepare shortage reports for unmet demand and use them, along with demand forecasting (enrolment, curriculum, seasonal and event-based needs), to inform future procurement planning.

- Generate and submit periodic MIS reports to management opening stock, receipts, issues, closing balance, slow-moving/dead stock and procurement pipeline.





- Maintain records and enter transactions in the TALLY/ERP system as and when they occur, ensuring real-time and accurate digital inventory data.

- Coordinate inventory across multiple locations/campuses (if applicable) with consistent policy and inter-location transfer records.

B. Procurement & Vendor Management

- Raise purchase orders against verified indents and obtain a minimum of three vendor quotations for high-value purchases, preparing comparative statements to support an objective vendor selection.

- Select and empanel vendors based on quality, pricing, delivery reliability and credentials; periodically rate and audit vendor performance.

- Negotiate price, quality, delivery terms and after-sales support with vendors; secure rate contracts and framework agreements for repeat-purchase categories.

- Verify goods received against the purchase order and delivery challan, prepare the Goods Receipt Note (GRN), and flag discrepancies in quality or quantity to the purchase/vendor for resolution.

- Verify vendor invoices — quantities, descriptions and rates — against the PO and GRN before forwarding for payment; raise debit notes for shortages, returns or rate mismatches.

- Ensure procurement documentation (indent, PO, GRN, invoice, approvals)



is complete for every transaction to support audit and financial accountability.

- Follow the school's approval hierarchy and procurement policy, including thresholds requiring competitive quotations, tenders or open bidding.

- Track warranty periods, contract clauses (price escalation, penalties for delay/liquidated damages, performance bonds) and credit/payment terms for all major purchases.

- Justify and document any emergency/spot purchase or sole-source procurement, with appropriate approvals where the standard process cannot be followed.

- Evaluate Total Cost of Ownership / lifecycle cost (not just purchase price) for significant purchases such as furniture, equipment and IT assets.

- Prefer sustainable/green procurement practices and support local vendor development where appropriate, while maintaining multiple approved vendors per category to reduce dependency risk.

C. Point of Sale, Cash & Administrative Duties

- Handle the POS/Fee counter, mark and record prices, receive cash, provide correct change and prepare the daily POS collection report.

- Maintain balance of cash receipts, make timely bank deposits, reconcile bank statements, and ensure receipts are printed and duly recorded.

- Prepare gate passes for rejected, consignment and exchanged items, and ensure security clearance for all received/dispatched items.

- Submit monthly statements of consumables, consignment, linen, instruments and equipment to the respective departments in charge.

- Ensure smooth coordination between the stores’ function and all other departments and maintain positive working relationships with vendors.

📌 Store Executive (Surat)
🏢 Vibgyor Group of Schools
📍 Surat