Position: Cold Chain Warehouse Supervisor cum Data Entry Operator (DEO)

Department: Warehouse & Operations
Reporting To: Section/ Function Manager
Work Location: Cold Chain / Temperature-Controlled Warehouse
Shift: Shift-based (including night shift, if applicable)

Purpose of the Role

To ensure safe, compliant, accurate, and effective cold chain warehouse operations by supervising inbound, inventory, outbound, logistics, and return management activities, along with real-time system data accuracy and documentation, in line with company policies and statutory requirements.

Scope

This policy applies to all Cold Chain Warehouses handling temperature-sensitive products, including food, pharma, FMCG, and export/import cargo.

Function-wise Roles & Responsibilities

1. Inbound Management (Receiving & GRN Control)

Activity

Detailed Responsibility

Vehicle Receiving

Coordinate with security for vehicle entry, verify vehicle details, reefer temperature, seal condition, and hygiene

Document Verification

Verify invoice, delivery challan, PO, batch details, expiry date, quantity

Temperature Compliance

Ensure products are received within prescribed temperature limits; record inbound temperature

Unloading Supervision

Supervise unloading to avoid temperature abuse, physical damage, and cross-contamination

Quality & Quantity Check

Perform visual inspection for damage, leakage, short receipt

GRN Creation

Real-time GRN entry in WMS / ERP / SAP

Exception Handling

Report shortages, damages, temperature deviations with proper documentation

Inbound Reporting

Prepare daily inbound summary and deviation reports

2. Inventory Management (Storage, Control & Accuracy)

Activity

Detailed Responsibility

Put-away Operations

Ensure correct bin/location placement as per WMS and temperature zone

Stock Segregation

Segregate damaged, expired, rejected, and hold stock

FIFO / FEFO

Ensure strict FIFO / FEFO compliance

Inventory Accuracy

Maintain bin-wise and SKU-wise accuracy in system

Cycle Counting

Perform daily/weekly cycle counts

Physical Stock Audit

Support monthly and annual physical verification

Variance Control





Investigate and report inventory mismatches

System Updates

Ensure real-time inventory updates in WMS / ERP

3. Outbound Management (Picking, Packing & Dispatch)

Activity

Detailed Responsibility

Order Processing

Receive pick list / dispatch plan from system

Picking Supervision

Ensure correct SKU, batch, quantity, and FEFO adherence

Packing Control

Ensure correct packing, labeling, and palletization

Dispatch Documentation

Prepare invoice, challan, e-way bill (as applicable)

Dispatch Verification

Cross-check loaded quantity vs dispatch documents

Temperature Control

Minimize door open time during dispatch

System Closure

Real-time dispatch entry and stock deduction

Dispatch Reporting

Daily outbound and pending dispatch report

4. Logistics & Vehicle Management

Activity

Detailed Responsibility

Vehicle Scheduling

Coordinate vehicle reporting and dock allocation

Vehicle Inspection

Check vehicle hygiene, reefer working condition, temperature setting

Dock Management

Manage dock assignment to minimize waiting and congestion

Turnaround Time (TAT)

Monitor vehicle TAT and report delays

Driver Coordination

Ensure driver compliance with site rules

Vehicle Entry/Exit

Ensure proper IN & OUT capture in system

Logistics Coordination

Liaise with transporters for dispatch and returns

Documentation Control

Maintain transporter and vehicle records

5. Return Management (RTV / Customer Returns / Rejections)

Activity

Detailed Responsibility

Return Receipt

Receive returned material with proper documentation

Condition Assessment

Check physical condition, temperature exposure, expiry

Segregation

Classify return as saleable, damaged, expired, or rejected

System Entry

Record returns in WMS / ERP

CAPA Support





Support root cause analysis for returns

Disposal Coordination

Coordinate destruction or rework as per SOP

Return Reporting

Maintain return trend and loss reports

6. Data Entry & Documentation (DEO Responsibilities)

Activity

Detailed Responsibility

System Transactions

Accurate entry of GRN, dispatch, transfer, returns

Report Generation

Daily inward, outward, stock, temperature reports

Document Filing

Maintain physical & digital records

Audit Support

Provide data during audits and inspections

MIS Updates

Share operational MIS with management

7. Compliance, Quality & Audit Readiness

Activity

Detailed Responsibility

SOP Adherence

Follow and enforce SOPs

Temperature Logs

Maintain and verify temperature records

Audit Participation

Support BRC / FSSAI / ISO / Client audits

Deviation Reporting

Escalate temperature or process deviations

CAPA

Implement corrective and preventive actions

8. Safety, Hygiene & Housekeeping

Activity

Detailed Responsibility

Safety Compliance

Ensure PPE usage and safe material handling

Housekeeping

Maintain cleanliness of warehouse and docks

Cold Chain Discipline

Control door opening and condensation risks

Incident Reporting

Report accidents, near-misses, unsafe conditions

9. Manpower Supervision

Activity

Detailed Responsibility

Staff Allocation

Allocate loaders and helpers shift-wise

Productivity Control

Monitor output and efficiency

Training

Train staff on cold chain handling & SOPs

Discipline

Ensure compliance with site rules

Key Skills & Qualification

- Graduate / Diploma (Logistics / Supply Chain preferred)
- Strong knowledge of cold chain operations
- Prior Experience in cold chain and QSR experience required
- WMS / ERP / SAP & MS Excel proficiency
- Willingness to work in cold environments and shifts

KPIs (Performance Measurement)

- Inventory accuracy (99%)
- Temperature compliance (99.99%)
- Zero stock loss/damage
- On-time dispatch (95%)
- Audit observations (Nil / Minimal)
- Vehicle TAT adherence

Pay: ₹11,702.36 - ₹33,977.50 per month

Work Location: In person

📌 Warehouse Supervisor cum Data Entry Operator (DEO) (India)
🏢 Temperature Controlled Warehouse
📍 India