Manager – Stores

KEM Hospital; Pune District; On-site; INR 900,000 - 1,500,000; Full time

Job summary

KEM Hospital in Pune, Maharashtra is seeking an experienced Inventory Manager to oversee hospital stores, ensure stock accuracy, and coordinate with clinical and procurement teams. The role emphasizes implementing robust stock control, documentation, and compliance across all stores processes.

You will supervise stores personnel, manage documentation, and drive continuous improvements in inventory handling, FIFO/FEFO compliance, and ERP-based stock verification.

Qualifications

• Pharma / B. Pharma degree is required.
• Masters degree in management / materials management will be an added advantage.

Responsibilities

• Monitor stock levels to avoid shortages and excess inventory.
• Set min/max and reorder levels; initiate replenishments on time.
• Apply ABC/XYZ/VED analysis for inventory control.
• Identify slow-moving, non-moving or near-expiry stock and take action.
• Conduct periodic stock verifications and reconcile with records.
• Ensure FIFO/FEFO compliant storage and handling.
• Monitor consumption patterns and flag anomalies.
• Prepare GRNs against approved POs and verify received goods.
• Check quantities, specs and condition against POs, invoices and challans.
• Coordinate with Purchase and vendors to resolve shortages or discrepancies.
• Record all inward/outward transactions in the inventory system.
• Maintain documentation of returns, transfers and stock adjustments.
• Store materials with proper labeling and segregation.
• Maintain cleanliness, organisation and safety in stores.
• Issue materials only against authorised requisitions and as per procedures.
• Ensure timely fulfilment of material requisitions from departments.
• Handle temperature-sensitive, sterile, fragile or special-category materials.
• Monitor inter-store transfers and update documentation.
• Minimise damage, expiry and pilferage.
• Coordinate with clinical and non-clinical departments to forecast needs.
• Follow up with Purchase for pending orders and priority materials.
• Address shortages, delays, quality or supply issues.
• Coordinate with Finance, Purchase, Pharmacy and other departments for resolution.
• Escalate critical shortages to Sr. Manager – Stores.
• Adhere to approved Stores policies, procedures and documentation requirements.
• Maintain records of inward, outward, transfers, returns and verifications.
• Ensure materials are stored per safety, quality and regulatory requirements.
• Coordinate with auditors during stock verification and audits.
• Address audit observations within timelines.
• Ensure compliance with RGP, NRGP and other movement documentation.
• Supervise and allocate daily responsibilities to Stores personnel.
• Monitor attendance, work allocation and performance of the Stores team.
• Ensure adequate manpower for receipt, storage, issue and stock verification activities.
• Train team members on Stores procedures, inventory handling and safety practices.
• Ensure discipline, accountability and adherence to departmental procedures.
• Prepare and submit periodic reports on stock on hand, consumption and inventory movement.
• Monitor slow-moving, non-moving, excess and near-expiry stock.
• Prepare reports on stock-outs, pending requisitions and delayed supplies.
• Monitor inventory accuracy and highlight stock discrepancies.
• Submit periodic stock verification reports and corrective actions.
• Provide data and reports required by Sr. Manager – Stores and Management.
• Identify gaps in day-to-day Stores operations and recommend improvements.
• Ensure timely updating of inventory records in the ERP system.
• Identify opportunities to improve material availability, storage utilisation and inventory accuracy.
• Any other work/responsibility assigned by the HOD/Management.

Education

Pharma / B. Pharma

Masters in management / materials management

Job description

QUALIFICATION:

• Pharma / B. Pharma
• Masters degree in management / materials management will be an added advantage

EXPERIENCE:

• 6 – 8 years
• Experience in a hospital or healthcare setup will be preferred.

Job Responsibilities:

Inventory Management

• Ensure day-to-day monitoring and maintenance of stock levels to avoid shortages and excess inventory.
• Monitor minimum, maximum and reorder levels and initiate replenishment requests on time.
• Implement inventory classification and monitoring methods such as ABC, XYZ and VED analysis as applicable.
• Identify slow-moving, non-moving, excess and near-expiry stock and initiate appropriate action.
• Conduct periodic physical stock verification and reconcile discrepancies with system records.
• Ensure proper stock rotation and adherence to FIFO/FEFO principles, wherever applicable.
• Monitor stock consumption patterns and highlight unusual variations or potential wastage.

Goods Receipt and Documentation

• Ensure timely and accurate preparation of Goods Receipt Notes (GRNs) against approved purchase orders.
• Verify materials received against purchase orders, invoices and delivery challans, including quantity, specifications and condition.
• Coordinate with Purchase and vendors in case of shortages, excess supplies, damaged materials or discrepancies.
• Ensure all inward and outward material transactions are accurately recorded in the inventory system.
• Maintain proper documentation of returns, transfers, stock adjustments and other inventory transactions.

Storage and Material Issue

• Ensure materials are stored appropriately, with proper identification, labelling and segregation.
• Maintain cleanliness, organisation and safety within the stores premises.
• Ensure materials are issued only against authorised requisitions and as per established procedures.
• Monitor timely fulfilment of material requisitions received from hospital departments.
• Ensure proper handling and storage of temperature-sensitive, sterile, fragile or other special-category materials, wherever applicable.
• Monitor inter-store transfers and ensure proper documentation and system updates.
• Ensure that stock is handled carefully to minimise damage, expiry and pilferage.

Departmental Coordination and Customer Service

• Coordinate with clinical and non-clinical departments to understand their material requirements and ensure timely availability.
• Follow up with Purchase for pending orders and materials required on priority.
• Address departmental complaints relating to material shortages, delays, quality or incorrect supplies.
• Coordinate with Finance, Purchase, Pharmacy and other relevant departments for resolution of inventory-related issues.
• Escalate critical shortages and supply-related concerns to the Sr. Manager – Stores.

Compliance and Audit

• Ensure adherence to approved Stores policies, procedures and documentation requirements.
• Maintain records of inward, outward, stock transfers, returns, adjustments and stock verification.
• Ensure materials are stored in accordance with applicable safety, quality and regulatory requirements.
• Coordinate with internal and external auditors during stock verification and audits.
• Ensure audit observations relating to Stores are addressed within the stipulated timelines.
• Ensure compliance with applicable procedures for RGP, NRGP and other material movement documentation.

Team Management

• Supervise and allocate daily responsibilities to Stores personnel.
• Monitor attendance, work allocation and performance of the Stores team.
• Ensure adequate manpower deployment for receipt, storage, issue and stock verification activities.
• Train team members on Stores procedures, inventory handling, documentation and safety practices.
• Ensure discipline, accountability and adherence to departmental procedures.

MIS and Reporting

• Prepare and submit periodic reports on stock on hand, consumption and inventory movement.
• Monitor and report slow-moving, non-moving, excess and near-expiry stock.
• Prepare reports on stock-outs, pending requisitions and delayed supplies.
• Monitor inventory accuracy and highlight stock discrepancies.
• Submit periodic stock verification reports and details of corrective actions.
• Provide data and reports required by the Sr. Manager – Stores and Management.

Process Improvement

• Identify gaps in day-to-day Stores operations and recommend improvements.
• Ensure timely updating of inventory records in the ERP/inventory management system.
• Identify opportunities to improve material availability, storage utilisation and inventory accuracy.

Any other work/responsibility assigned by the HOD/Management in the course of business/work whether within the same unit/dept or any other unit/dept from time to time