School Store & Procurement Executive

VIBGYOR Group of Schools; Bengaluru; On-site; INR 800,000 - 1,200,000; Full time

Job summary

The School Store & Procurement Executive at VIBGYOR Group of Schools will oversee inventory control, procurement activities, vendor coordination, and store operations to ensure timely availability of educational materials and supplies across campuses.

Responsibilities include planning and sourcing materials, negotiating with suppliers, generating PRs/POs, and maintaining ERP-based records. Strong Excel skills and experience with inventory systems are preferred.

Qualifications

• Bachelor's Degree in Commerce, Business Administration, or related field.
• Diploma or certification in Materials/Inventory/Procurement is an added advantage.
• 25 years of experience in procurement, store management, inventory control, or supply chain operations.

Responsibilities

• Procurement: plan, source, and procure materials, equipment, and services for school departments.
• Obtain quotations from multiple vendors and prepare comparative statements for management approval.
• Negotiate pricing, delivery timelines, and payment terms with suppliers.
• Generate PRs and POs per procurement policy.
• Coordinate with vendors to ensure timely delivery of materials.
• Maintain relationships with vendors to improve quality and cost efficiency.
• Ensure procurement complies with school policies and budget allocations.
• Store Management: manage day-to-day store operations.
• Receive, inspect, and verify incoming materials against POs and invoices.
• Issue materials to departments based on approved requisitions.
• Maintain stock levels and prevent shortages or overstocking.
• Organize and label inventory for easy identification and retrieval.
• Conduct periodic stock verification and reconcile discrepancies.
• Monitor expiry dates where applicable.
• Inventory & Documentation: maintain inventory records using ERP or inventory software.
• Prepare inventory reports and track stock movement.
• Maintain procurement files, vendor records, invoices, and GRNs.
• Assist during audits by providing necessary records.
• Vendor & Asset Coordination: coordinate deliveries, replacements, warranties, and defects.
• Assist in asset verification and annual inventories.

Skills

Procurement

Inventory management

Vendor management

MS Excel

ERP system usage

Education

Bachelor's Degree in Commerce/Business Administration/Supply Chain Management

Diploma or certification in Materials Management/Inventory Management/Procurement

Tools

ERP software

Purchase Order systems

Job description

eports To:

School Administrator / Operations Manager / Principal

Employment Type:

Full-Time

Job Summary

The School Store & Procurement Executive is responsible for managing the school's inventory, procurement activities, vendor coordination, and store operations. The role ensures the timely availability of educational materials, office supplies, housekeeping items, laboratory equipment, sports goods, and other school resources while maintaining accurate inventory records and achieving cost-effective procurement.

Key Responsibilities

Procurement

• Plan, source, and procure materials, equipment, and services required by various school departments.
• Obtain quotations from multiple vendors and prepare comparative statements for management approval.
• Negotiate pricing, delivery timelines, and payment terms with suppliers.
• Generate Purchase Requisitions (PRs) and Purchase Orders (POs) as per the school's procurement policy.
• Coordinate with vendors to ensure timely delivery of materials.
• Maintain strong relationships with existing vendors and identify new suppliers to improve quality and cost efficiency.
• Ensure procurement complies with school policies and budget allocations.

Store Management

• Manage the day-to-day operations of the school store.
• Receive, inspect, and verify incoming materials against purchase orders and invoices.
• Issue materials to departments based on approved requisitions.
• Maintain adequate stock levels and prevent shortages or overstocking.
• Organize and label inventory for easy identification and retrieval.
• Conduct periodic physical stock verification and reconcile inventory discrepancies.
• Monitor expiry dates where applicable (first-aid items, chemicals, pantry items, etc.).

Inventory & Documentation

• Maintain accurate inventory records using ERP or inventory management software.
• Prepare daily, weekly, and monthly inventory reports.
• Track stock movement and generate reorder alerts.
• Maintain procurement files, vendor records, invoices, delivery challans, Goods Received Notes (GRNs), and purchase documentation.
• Assist during internal and external audits by providing necessary inventory and procurement records.

Vendor & Asset Coordination

• Coordinate with vendors regarding deliveries, replacements, warranties, and defective materials.
• Assist in maintaining records of school assets and fixed assets.
• Coordinate annual asset verification and inventory audits.

Compliance & Cost Control

• Ensure all purchases comply with school procurement policies.
• Monitor procurement expenses and identify cost-saving opportunities.
• Ensure quality standards are maintained for all purchased materials.
• Follow safety procedures while handling and storing materials.

Required Qualifications

• Bachelor's Degree in Commerce, Business Administration, Supply Chain Management, or a related field.
• Diploma or certification in Materials Management, Inventory Management, or Procurement is an added advantage.

Experience

• 25 years of experience in procurement, store management, inventory control, or supply chain operations.
• Experience in a school, educational institution, hospital, or corporate environment is preferred.
• Experience working with ERP or inventory management software is an advantage.

Required Skills

• Strong knowledge of procurement and inventory management processes.
• Excellent negotiation and vendor management skills.
• Proficiency in MS Excel, Word, Outlook, and ERP/Inventory Management Systems.
• Strong analytical and record-keeping abilities.
• Good communication and interpersonal skills.
• Ability to work independently and meet deadlines.
• High attention to detail and organizational skills.

Key Competencies

• Procurement & Vendor Management
• Inventory & Store Management
• Cost Control & Budget Awareness
• Documentation & Record Keeping
• Planning & Coordination
• Negotiation Skills
• Problem Solving
• Time Management
• Integrity & Accountability

Preferred Candidate Profile

• Immediate joiners preferred.
• Prior experience managing school or institutional inventory is highly desirable.
• Ability to handle multiple procurement requests simultaneously.
• Strong commitment to accuracy, compliance, and efficient stock management.
• Willingness to support school events and special procurement requirements as needed.