the Detailed Roles & Responsibilities of Store In-Charge

1. Inventory Management

- Maintain real-time inventory of all trims & accessories.
- Ensure correct entries in stock registers, ERP, or inventory management software.
- Conduct daily stock checks for critical items and monthly stock audits.
- Keep buffer stock for essential trims to avoid stockouts.

2. Receiving & Quality Checking

- Receive trims/accessories from vendors against POs.
- Verify invoice, packing list, and actual quantity.
- Coordinate with QC department to inspect materials as per the approved sample/specification.
- Generate and record GRN (Goods Receipt Note).
- Reject and return damaged or substandard trims.

3. Storage & Handling

- Store trims systematically by category, style, or order number.
- Use rack/bin/shelf system with proper labeling for easy retrieval.
- Maintain clean, pest-free, and moisture-controlled storage.
- Protect trims from rust, dirt, and sunlight (e.g., metal trims, elastic, labels).
- Ensure the safety of high-value trims by locking or restricting access.

4. Issuance to Production

- Issue trims/accessories to cutting, sewing, or finishing departments as per job card or requisition.
- Maintain material issue slips with style number, quantity, and department.
- Ensure accurate and timely issuance to avoid production delays.
- Avoid over-issuance or misuse of trims.

5. Documentation & ERP Updates

- Maintain records of all incoming and outgoing material.
- Update software/ERP systems regularly with inventory movement.
- Keep physical files of POs, GRNs, issue slips, and QC reports.
- Prepare daily stock position reports and submit to manager/merchandiser.

6. Forecasting & Reorder Planning

- Review production plans and BOMs (Bill of Materials) to forecast required trims.

- Set minimum and maximum stock levels for each item.

- Raise timely purchase requisitions (PRs) to avoid stockouts.

- Monitor consumption trends to plan seasonal or bulk buying.

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Timely Sourcing & Procurement Support

- - Coordinate with purchase/merchandising teams for procurement of trims.

- Identify approved vendors and ensure timely follow-up for deliveries.

- Share PO status and delays with the production and planning team.

- Negotiate delivery timelines or expedite orders as needed.

- Suggest cost-effective alternatives in case of delays or price increase.

8. Vendor Communication & Coordination

- Maintain a contact database of all trims and accessory vendors.
- Communicate sample approvals, dispatch status, and rejection feedback.
- Follow up with vendors for early or urgent deliveries.
- Coordinate returns, replacements, or debit note issuance.

9. Reporting & MIS

- Prepare weekly and monthly reports on:

- Stock availability

- Stock aging

- Consumption vs. plan

- Issuance per order/style

- Reorder alerts and pending deliveries

- Present reports during production meetings or audits.

10. Loss Prevention & Compliance

- Avoid pilferage or theft by implementing checks and access control.
- Secure storage of expensive trims (e.g., leather patches, metal rivets).
- Ensure compliance with internal audit, ISO, SEDEX, or buyer audits.
- Keep audit-ready records of inventory movement and approvals.

11. Team Supervision

- Supervise store assistants or helpers.
- Delegate responsibilities for unloading, labeling, stacking, and cleaning.
- Train recent team members on SOPs and safety guidelines.
- Maintain discipline and productivity within the store team.

12. Trims & Accessories Typically Handled

- Metal trims : Buttons, rivets, zippers, eyelets
- Labels : Main label, size label, wash care, woven labels
- Tags : Hang tags, price tags, barcode stickers
- Other : Thread, elastic, Velcro, tapes, interlining, fusing
- Packing items : Polybags, cartons, tissue paper, tag pins

Key Performance Indicators (KPIs)

- 100% availability of trims as per production requirement
- Zero production loss due to trim shortage
- 98% inventory accuracy
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📌 Garments Trims & Accessories Store Incharge (Ulhasnagar)
🏢 MAYA FASHIONS
📍 Ulhasnagar