JOB DESCRIPTIONSTORE KEEPER – KITCHEN SECTION

Department: Kitchen / Stores
Designation: Store Keeper – Kitchen Section
Reporting To: Head Cook, Kitchen In-charge, and Administrative Officer
Job Location: As assigned by the organization
Employment Type: Full-Time
Educational Qualification: Minimum 12th Pass; preference will be given to candidates with a graduate degree or relevant store management qualification.
Computer Knowledge: Mandatory
Experience: Preference will be given to candidates having experience in storekeeping, inventory management, kitchen stores, or material handling.

1. JOB PURPOSE

The Store Keeper – Kitchen Section will be responsible for the proper receipt, storage, maintenance, issuance, and accounting of all food items, raw materials, groceries, vegetables, fruits, dairy products, spices, cooking oils, kitchen consumables, and other materials required for kitchen operations.

The candidate must ensure accurate stock records, proper storage conditions, prevention of wastage, timely availability of kitchen materials, and maintenance of hygiene and food safety standards. The Store Keeper shall work under the guidance and supervision of the Head Cook, Kitchen In-charge, and Administrative Officer.

2. KEY RESPONSIBILITIES AND DUTIESA. Receipt and Verification of Materials

- Receive food items, groceries, raw materials, vegetables, fruits, dairy products, and other kitchen supplies from authorized suppliers.
- Verify all received materials against purchase orders, delivery challans, invoices, and approved indent/requisition forms.
- Check the quantity, quality, weight, packaging, freshness, expiry dates, and condition of materials at the time of receipt.
- Ensure that the materials received meet the specifications and requirements approved by the Head Cook or Kitchen In-charge.
- Immediately report shortages, excess supplies, damaged packaging, poor-quality materials, expired items, or discrepancies to the concerned authority.
- Ensure that no unauthorized or unapproved materials are accepted into the store.
- Maintain proper records of all incoming materials and obtain the required acknowledgment or verification from the concerned personnel.

B. Storage and Preservation of Materials

- Arrange and store all kitchen materials systematically in their designated storage areas.
- Maintain separate storage arrangements for dry groceries, vegetables, fruits, dairy products, frozen items, cleaning materials, and other supplies, as applicable.
- Ensure that food items are stored under appropriate temperature, humidity, ventilation, and hygiene conditions.
- Follow the FIFO (First In, First Out) and FEFO (First Expiry, First Out) methods to minimize spoilage and expiry-related losses.
- Ensure proper labelling of materials with item name, receipt date, batch details, expiry date, and other relevant information.
- Maintain cleanliness and orderliness in the store, racks, shelves, refrigerators, freezers, and storage rooms.
- Prevent contamination, pest infestation, moisture damage, leakage, and unauthorized access to stored materials.
- Immediately report any malfunction of refrigerators, freezers, weighing scales, or other storage equipment.
- Ensure that expired, spoiled, contaminated, or damaged food items are segregated and not issued for kitchen use.

C. Issue of Materials to the Kitchen

- Issue kitchen materials only against duly authorized requisition slips, indents, or approved digital requests.
- Supply materials to the Head Cook, Kitchen In-charge, or authorized kitchen staff according to approved requirements.
- Verify the quantity and type of materials requested before issuing them.
- Maintain proper records of all issued materials, including item name, quantity, date, department/section, and recipient's acknowledgment.
- Ensure that materials are issued in a controlled manner to prevent unnecessary consumption, misuse, and wastage.
- Coordinate with kitchen staff to ensure the timely availability of materials for daily cooking, special functions, events, and bulk meal preparation.
- Do not issue materials without authorization or permit stock removal without proper documentation.
- Maintain separate records for regular consumption, special events, emergency issues, and other approved requirements, wherever applicable.

D. Inventory and Stock Management

- Maintain accurate and up-to-date stock registers for all kitchen materials.
- Record every receipt, issue, return, transfer, adjustment, and disposal of stock promptly.
- Monitor daily stock balances and ensure that physical stock matches the recorded stock.
- Conduct regular physical stock verification and reconcile differences with the stock register or computer records.
- Identify fast-moving, slow-moving, non-moving, excess, and obsolete items.
- Establish and monitor minimum, maximum, and reorder stock levels in consultation with the Head Cook, Kitchen In-charge, and Administrative Officer.
- Prepare timely replenishment requests for materials approaching minimum stock levels.
- Ensure that adequate stock is available to meet daily kitchen requirements without unnecessary overstocking.
- Investigate stock discrepancies, shortages, unexplained losses, and wastage, and report findings to the concerned authority.




- Maintain records of expired, spoiled, damaged, and discarded materials, including quantities and reasons for disposal.
- Assist in monthly, quarterly, and annual stock audits and physical verification exercises.

E. Computer Knowledge and Digital Recordkeeping

- Maintain computerized stock records using MS Excel, inventory management software, ERP systems, or other software prescribed by the organization.
- Enter all receipts, issues, returns, stock balances, and adjustments accurately and promptly.
- Prepare daily, weekly, and monthly stock statements and consumption reports.
- Maintain computerized item-wise inventory records, including quantities, unit rates, expiry dates, and stock valuation wherever required.
- Prepare material requisitions, purchase requirements, shortage statements, and stock reports using a computer.
- Maintain digital records of invoices, delivery challans, requisition slips, stock verification reports, and related documents.
- Use email and other authorized communication tools to submit reports and communicate with the concerned departments.
- Ensure the confidentiality, accuracy, and proper backup of electronic records in accordance with organizational policy.
- Be capable of basic computer operations, data entry, spreadsheet preparation, printing, scanning, and document filing.

Note: Basic computer knowledge and working proficiency in MS Excel are mandatory for this position.

F. Coordination and Reporting

- Report to and work under the instructions of the Head Cook, Kitchen In-charge, and Administrative Officer.
- Coordinate with the Head Cook regarding daily menu requirements, ingredient specifications, quality standards, and expected consumption.
- Coordinate with the Kitchen In-charge regarding daily material requirements, stock availability, kitchen schedules, and urgent supplies.
- Coordinate with the Administrative Officer regarding purchase procedures, supplier documentation, stock statements, audits, and administrative approvals.
- Inform the concerned authorities promptly about stock shortages, urgent purchase requirements, quality complaints, and supply delays.
- Obtain the necessary approvals before making stock adjustments, accepting returns, disposing of materials, or processing exceptional requests.
- Submit all prescribed reports within the specified timelines.
- Follow the organization's reporting hierarchy, administrative instructions, and standard operating procedures.

G. Purchase Requisition and Supplier Coordination

- Prepare purchase requisitions based on stock levels, consumption trends, and kitchen requirements.
- Provide accurate item descriptions, quantities, units of measurement, and specifications for purchase requests.
- Coordinate with the Administrative Officer or authorized purchase department regarding approved procurement requirements.
- Follow up on pending deliveries through the authorized procurement channel.
- Maintain supplier-wise records of deliveries, shortages, rejections, and recurring quality issues.
- Ensure that purchase commitments, price negotiations, and orders are handled only by authorized personnel.
- Assist in evaluating supply discrepancies and maintaining documentation for supplier-related issues.

H. Food Safety, Hygiene, and Waste Control

- Follow all applicable food safety, sanitation, and hygiene procedures prescribed by the organization.
- Maintain proper segregation of raw food materials, ready-to-eat items, cleaning chemicals, and other incompatible materials.
- Ensure that food items are stored off the floor and protected from dust, moisture, pests, and contamination.
- Monitor the condition of stored materials and report any food safety concerns immediately.
- Maintain appropriate temperature records for refrigerators, freezers, and other temperature-controlled storage areas, as required.
- Minimize food spoilage, over-issuing, unnecessary consumption, and avoidable inventory losses.
- Ensure that waste and spoiled materials are recorded and disposed of only as per approved procedures.
- Cooperate with internal inspections, food safety audits, and hygiene assessments.

I. Documentation and Record Maintenance

Maintain the following registers, files, and reports as applicable:

- Goods Receipt Register.
- Daily Stock Register.
- Material Issue Register.
- Kitchen Material Requisition/Indent Register.
- Purchase Requisition Register.
- Item-wise Stock Ledger.
- Expiry and Near-Expiry Stock Register.
- Damaged, Spoiled, and Wastage Register.
- Physical Stock Verification and Reconciliation Reports.
- Refrigerator and Freezer Temperature Log.
- Supplier Delivery and Discrepancy Register.
- Daily, Weekly, and Monthly Consumption Reports.
- Minimum Stock and Reorder Level Report.
- Invoice, Delivery Challan, and Supporting Document Files.
- Any additional registers or reports required by management.

3. REPORTING RESPONSIBILITIES





The Store Keeper shall submit the following reports to the concerned authorities:

To the Head Cook:

- Availability of ingredients required for daily menus.
- Shortage of essential food items and urgent kitchen requirements.
- Quality, freshness, expiry, and storage-related concerns.
- Material consumption, wastage, and unusual usage patterns.

To the Kitchen In-charge:

- Daily stock availability and material issue statements.
- Pending requirements, stock shortages, and delivery delays.
- Physical stock discrepancies and storage-related issues.
- Stock position for special functions, events, and bulk meal preparation.

To the Administrative Officer:

- Daily, weekly, and monthly stock reports as prescribed.
- Purchase requisitions and replenishment requirements.
- Goods receipt documentation and supplier discrepancies.
- Stock valuation, inventory reconciliation, audit records, and wastage statements, as required.
- Any irregularities, unauthorized issues, suspected losses, or policy violations.

All reports must be accurate, properly documented, and submitted within the timelines specified by the organization.

4. QUALIFICATIONS AND ELIGIBILITY CRITERIA

- Minimum 12th Pass; higher qualifications in commerce, inventory management, supply chain management, or a related field will be an advantage.
- Mandatory computer knowledge, including basic computer operations, MS Excel, MS Word, email, and data entry.
- Ability to maintain computerized inventory records and prepare stock reports.
- Basic mathematical and numerical skills for counting, weighing, calculations, and stock reconciliation.
- Knowledge of stock management methods such as FIFO and FEFO.
- Knowledge of food storage, hygiene, and secure handling practices.
- Previous experience in kitchen stores, hotel stores, institutional kitchens, canteens, hospitals, hostels, catering establishments, or similar organizations will be preferred.
- Ability to read and understand invoices, delivery challans, purchase orders, and material requisition forms.
- Good communication, coordination, and documentation skills.
- Ability to work responsibly under supervision and follow established procedures.

5. REQUIRED SKILLS AND COMPETENCIES

- Computer literacy and accurate data entry.
- MS Excel proficiency for stock registers, calculations, and reports.
- Inventory control and stock reconciliation.
- Attention to detail and numerical accuracy.
- Knowledge of food storage and preservation.
- Planning, organization, and time management.
- Honest, disciplined, and responsible work practices.
- Effective coordination with kitchen and administrative personnel.
- Ability to identify and report discrepancies.
- Commitment to hygiene, safety, and prevention of wastage.
- Ability to maintain confidentiality and protect organizational records.

6. PERFORMANCE INDICATORS (KEY PERFORMANCE AREAS)

The performance of the Store Keeper shall be assessed on the following parameters:

- Accuracy and completeness of stock records.
- Timely updating of computerized inventory records.
- Accuracy of physical stock verification and reconciliation.
- Timely availability of required kitchen materials.
- Reduction in expiry, spoilage, and material wastage.
- Compliance with FIFO/FEFO and food storage procedures.
- Timely submission of daily, weekly, and monthly reports.
- Proper documentation of receipts, issues, and purchase requirements.
- Compliance with hygiene, safety, and audit requirements.
- Prevention and timely reporting of stock discrepancies and unauthorized material movement.
- Effective coordination with the Head Cook, Kitchen In-charge, and Administrative Officer.

7. CODE OF CONDUCT AND ACCOUNTABILITY

- The Store Keeper shall be accountable for the proper custody, handling, storage, and documentation of materials entrusted to them.
- No material shall be received, issued, transferred, adjusted, or disposed of without following the prescribed authorization and documentation procedures.
- The Store Keeper shall not use organizational materials for personal purposes or permit unauthorized access to the store.
- Any suspected theft, fraud, misuse, manipulation of records, or unexplained shortage must be reported immediately to the appropriate authority.
- All records must be maintained honestly and accurately. Falsification or unauthorized alteration of records is strictly prohibited.
- The Store Keeper shall follow all organizational policies, administrative instructions, safety requirements, and applicable food safety regulations.
- The Store Keeper shall perform other reasonable store-related duties assigned by the Head Cook, Kitchen In-charge, or Administrative Officer within the scope of the position.

8. AUTHORITY AND LIMITATIONS

The Store Keeper is authorized to receive, store, issue, record, and report kitchen materials in accordance with approved procedures.

The Store Keeper shall not independently:

- Approve purchases or place unauthorized purchase orders.
- Change approved stock quantities or specifications.
- Dispose of organizational property or food stock without authorization.
- Make unauthorized stock adjustments or write-offs.
- Approve supplier payments, invoices, or financial commitments.

Pay: Up to ₹22,000.00 per month

Benefits:

- Food provided

Work Location: In person

📌 STORE KEEPER (KITCHEN SECTION) (Surat)
🏢 P.P. Savani Chaitanya vidya sankul
📍 Surat