Key Responsibilities
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. Desired Qualification Graduate in any discipline; a certification/diploma in Materials, Supply Chain or Inventory Management is an added advantage Experience 1–5 years of relevant work experience in stores, inventory or procurement management, preferably within a retail, institutional or educational environment. Expected Competencies
- Strong numerical and analytical skills for stock valuation, EOQ, safety stock and cost calculations.
- Sound negotiation skills and commercial judgement in vendor dealings.
- Good leadership and team-building skills.
- Strong oral and written communication and interpersonal skills.
- High personal integrity and ethical judgement in procurement decisions.
- Exceptional operational and customer-service orientation.
- Strong problem-solving skills, especially in resolving vendors and stock discrepancies.
- Positive liaison skills across departments, vendors and management.
- Attention to detail and process discipline in documentation and compliance.
- Ability to plan proactively using demand forecasting and MIS data. Skills and Knowledge
- Proficient in the MS Office suite, especially MS-Word, MS-Excel (for MIS/stock reports) and MS-PowerPoint.
- Working knowledge of TALLY or an equivalent ERP/digital inventory management system, including automated stock tracking and real-time reporting.
- Sound understanding of inventory management principles — stock recording, reorder levels, FIFO/weighted average costing, ABC analysis, safety stock, cycle counting and stock reconciliation.
- Sound understanding of procurement processes — requisitions, purchase orders, vendor selection and rating, tendering/RFPs, comparative statements, contracts and compliance documentation.
- Understanding of budgeting, asset management, audit requirements and internal compliance controls

📌 School Store Executive (Mumbai)
🏢 Vibgyor Group of Schools
📍 Mumbai