Store Executive and Dispatch

LIGNUM PRO INDUSTRIES PRIVATE LIMITED; Gautam Buddha Nagar; On-site; INR 167,000 - 335,000; Full time

Job summary

LIGNUM PRO INDUSTRIES PRIVATE LIMITED is seeking a Store & Dispatch Executive to manage inward and outward movement of materials for modular kitchens, wardrobes, vanities and customized furniture. You will verify quantities, maintain project-wise stock, and coordinate with vendors, production teams and transporters.

The role requires a graduate or 12th pass with relevant store experience, strong MS Excel skills, and meticulous record-keeping to support daily stock and project requirements.

Qualifications

• Graduate / 12th Pass with relevant store experience.
• 24 years of experience in stores, inventory or dispatch operations.
• Good knowledge of MS Excel, including formulas, filters and stock sheets.
• Understanding of modular kitchen, wardrobe and furniture hardware.
• Knowledge of hinges, channels, handles, baskets, profiles, screws, fittings and accessories.
• Good counting, verification and documentation skills.
• Strong coordination and communication skills.

Responsibilities

• Receive hardware, accessories, raw materials and other supplies from vendors and check against PO.
• Maintain separate inventory records for each project and site.
• Dispatch materials, prepare dispatch challans and outward registers.
• Update daily inward/outward stock in Excel and reconcile with physical stock.
• Ensure proper storage, tagging and usage of materials for projects.
• Coordinate with Purchase, Production, Project Managers and transporters.

Job description

To manage the complete inward and outward movement of materials, hardware and finished products related to modular kitchens, wardrobes, vanities and customized furniture. The Store & Dispatch Executive will be responsible for checking, counting, recording, storing and dispatching materials project-wise while maintaining accurate inventory records in Excel and the company's physical dispatch registers.

2. Key Roles & Responsibilities

A. Material Receiving & Inward Management

1. Receive hardware, accessories, raw materials and other supplies from vendors.
2. Physically check and count the quantity of materials received against the Purchase Order (PO), invoice and delivery challan.
3. Verify material specifications, sizes, brands, models and quality.
4. Identify shortages, excess quantities, damaged materials or incorrect supplies and immediately report them to the Purchase/Accounts Department.
5. Prepare and maintain proper Material Inward Records.
6. Ensure proper tagging, identification and storage of materials.

B. Project-Wise Material Management

1. Maintain separate inventory records for every project, client and site.
2. Track hardware and accessories required for modular kitchens, wardrobes and vanities.
3. Maintain records of material allocated, issued, consumed, returned and pending.
4. Ensure that materials are issued only against approved project requirements.
5. Coordinate with the Production and Project Teams for material requirements.
6. Track material availability to avoid unnecessary purchases and project delays.

C. Dispatch & Outward Management

1. Check and count all materials before dispatch as per the approved project-wise requirement.
2. Verify hardware, accessories, panels, shutters, carcasses and other items against the dispatch list.
3. Prepare dispatch challans, material issue slips and outward registers.
4. Ensure that the correct quantity and specifications are dispatched to the correct project site or client.
5. Coordinate with transporters, drivers, site supervisors and project managers.
6. Maintain dispatch acknowledgement and proof of delivery from the receiving site.
7. Record any shortage, rejection, damage or return of dispatched materials.

D. Inventory & Excel Record Management

1. Maintain daily stock records in Excel.
2. Update inward, outward, balance stock and project-wise material consumption.
3. Maintain a separate hardware and accessories stock register.
4. Prepare daily, weekly and monthly stock reports.
5. Track minimum stock levels and highlight materials requiring replenishment.
6. Maintain accurate records of opening stock, purchases, project issues, returns and closing stock.
7. Reconcile physical stock with Excel records and report any mismatch immediately.

E. Material Optimization & Control

1. Ensure optimum utilization of hardware and accessories.
2. Avoid excess material issuance and unnecessary wastage.
3. Track leftover materials from completed projects and ensure they are returned to the store.
4. Maintain proper records of reusable, damaged and scrap materials.
5. Ensure that materials are not misplaced, duplicated or issued without authorization.
6. Suggest improvements in material storage, handling and inventory management.

3. Mandatory Registers & Excel Reports

The employee must maintain the following records:

Sr. No.

Register / Report

Purpose

1

Material Inward Register

Daily material received

2

Material Outward Register

Daily material dispatched

3

Project-Wise Stock Register

Material allocated to each project

4

Hardware Stock Register

Hinges, channels, handles, baskets, etc.

5

Material Return Register

Leftover and returned material

6

Shortage & Damage Register

Missing or damaged materials

7

Physical Stock Verification

Actual vs. Excel stock

8

Dispatch Tracking Register

Vehicle, challan and delivery status

4. Daily Reporting Format

The Store & Dispatch Executive must submit a daily report to the Store/Production Head.

Particulars

Details to be Recorded

Date

Date of transaction

Project / Client

Project or client name

Material Name

Hardware / Accessories / Panels

Opening Stock

Available quantity

Received Quantity

Material received

Issued Quantity

Material issued

Dispatched Quantity

Material dispatched

Returned Quantity

Material returned

Closing Stock

Remaining quantity

Remarks

Shortage / Damage / Pending

5. Key Performance Indicators (KPIs)

• 100% physical verification of materials received and dispatched.
• Accurate project-wise inventory and hardware records.
• Zero unauthorized material dispatches.
• Timely updating of Excel sheets and dispatch registers.
• Minimum material shortage and wastage.
• Proper tracking of leftover and returned materials.
• Regular physical stock reconciliation.
• Timely dispatch as per project requirements.
• No mismatch between physical stock and recorded stock without reporting and explanation.

6. Required Skills & Qualifications

• Graduate / 12th Pass with relevant store experience.
• 24 years of experience in stores, inventory or dispatch operations.
• Good knowledge of MS Excel, including formulas, filters and stock sheets.
• Understanding of modular kitchen, wardrobe and furniture hardware.
• Knowledge of hinges, channels, handles, baskets, profiles, screws, fittings and accessories.
• Good counting, verification and documentation skills.
• Strong coordination and communication skills.
• Ability to maintain discipline and accuracy in inventory records.

7. Reporting Structure

Reports To: Store Manager / Production Manager / Operations Head.

Coordinates With:

• Purchase Department
• Production Department
• Project Managers
• Site Supervisors
• Accounts Department
• Transporters and Dispatch Team

8. Important Instructions

1. No material should be received or dispatched without proper entry in the respective register.
2. Every material issue must mention the project name and authorized person's approval.
3. All hardware must be counted before receiving and dispatching.
4. Excel records must be updated on the same day.
5. Any stock mismatch must be immediately brought to the management's attention.
6. Project-wise leftover material must be returned to the store after project completion.
7. Proper documentation must be maintained for every inward and outward transaction.