Merchandise Manager

Role purpose

The Merchandise Manager owns the university's branded merchandise end to end: sourcing and quality-checking products, securing management approval, managing stock, and running sales at the campus kiosk. The role also prepares corporate gifts for visiting guests and dignitaries, so every item that carries the university's name reflects its brand and standards.

Key responsibilities

1. Vendor sourcing and samples

•Identify, evaluate and empanel vendors for apparel, stationery, accessories, souvenirs and gift items.

•Obtain quotations and samples from at least three vendors per product category.

•Negotiate price, minimum order quantity, delivery timelines and payment terms within approved budgets.

•Maintain a vendor database with ratings on quality, price, delivery and responsiveness.

•Ensure all purchases follow the university's procurement policy and approval matrix.

2. Quality control and management approval

•Inspect samples for material, finish, durability, colour accuracy and correct use of the university logo and brand guidelines.

•Present shortlisted samples to management with costing, comparison and recommendation.

•Secure written approval before placing bulk orders.

•Check bulk deliveries against the approved sample; reject or return defective stock and document deviations.

3. Inventory and stock management

•Maintain accurate stock records (receipts, issues, sales, returns, damages) in the inventory system or register.

•Set reorder levels for fast-moving items and plan replenishment ahead of admissions, convocation, events and festivals.

•Conduct monthly physical stock counts and reconcile with records and sales.

•Ensure safe, organised storage and minimise dead, damaged or slow-moving stock.

4. Merchandise kiosk sales

•Run day-to-day operations of the campus merchandise kiosk, including opening hours, display and staffing.

•Achieve monthly sales targets; plan promotions for orientation, convocation, alumni meets and campus events.

•Ensure correct billing, cash and digital payment handling, and daily cash reconciliation with Accounts.

•Track sales by product and use the data to guide new designs and purchase decisions.

•Collect feedback from students, parents, staff and alumni; explore online or event-based sales channels.

5. Corporate gifting for guests and dignitaries

•Prepare gift sets for visiting guests, dignitaries, delegations, speakers and partner institutions as per protocol.

•Maintain ready stock of gift hampers in tiers suited to the guest's profile and occasion.

•Coordinate with the Office of the COO on upcoming visits, guest lists and personalisation.

•Keep a gifting register recording the recipient, occasion, item and value of each gift.

6. Budget, reporting and compliance

•Prepare the annual merchandise budget and track spend against it.

•Submit a monthly report covering sales, stock position, gifting issued, vendor performance and margins.

•Ensure GST-compliant invoicing and coordinate with Accounts on vendor payments and audits.

Key performance indicators

Kiosk sales - Monthly revenue vs target

Gross margin - Margin % on merchandise sold

Stock accuracy - Variance between physical count and records

Stock health - Share of slow-moving or dead stock

Quality - Bulk orders matching approved samples;

Vendor performance -On-time delivery and price competitiveness

Gifting readiness - Gifts ready for every scheduled visit, on time

Reporting-Monthly report submitted on schedule

Qualifications and experience

Education

• Graduate in any discipline; MBA / PGDM in Marketing, Retail or Supply Chain preferred.

Experience

• 5–8 years in merchandising, retail, procurement or corporate gifting.

• Experience with branded / promotional merchandise or institutional retail is an advantage.

Skills

• Vendor management, negotiation and costing.

• Strong eye for quality, design and brand consistency.

• Inventory control and familiarity with POS / inventory software and MS Excel.

• Retail sales, visual merchandising and customer service.

• Clear communication in English, Hindi and Marathi; polished etiquette for dealing with dignitaries.

• Organised, detail-oriented, with integrity in handling cash and stock.