Store Executive

VIBGYOR Group of Schools; Surat; On-site; INR 300,000 - 600,000; Full time

Job summary

VIBGYOR Group of Schools seeks a Stores & Inventory officer to manage stock, procurement and vendor relations across multiple campus locations. You will maintain records, oversee FIFO issues and ensure accuracy of stock data in ERP systems.

You will also handle supplier quotations, GRNs, invoices and compliance with school policies, while coordinating with departments for demand forecasting and budget adherence.

Qualifications

• Experience in stock and stores management for educational institutions.
• Knowledge of FIFO, ABC analysis and cycle counts.
• Ability to coordinate across stores, procurement and departments with vendors.

Responsibilities

• Maintain stock register and bin cards with receipts, issues and running balances.
• Monitor reorder levels and safety stock to prevent stockouts.
• Issue materials FIFO; track expiry dates for perishables and consumables.

Skills

Inventory control

Vendor coordination

Procurement planning

Data entry

Tools

TALLY/ERP

Job description

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.