Stock Executive

Role & responsibilities

We are looking for a detail-oriented and process-driven Stock Executive to manage and monitor day-to-day inventory activities, ensuring accurate stock records, timely system updates, and proper control over material movement.

The role involves handling stock inward and outward entries, physical stock verification, inventory reconciliation, ERP updates, stock reporting, and coordination with Warehouse, Dispatch, Purchase, Sales, and Accounts teams.

The ideal candidate should be comfortable working with numbers, inventory data, and physical stock and should have strong attention to detail and follow-up discipline.

Key Responsibilities

1. Stock Management

• Maintain accurate records of all inward, outward, transfer, and adjustment transactions.
• Monitor daily stock movement and ensure all transactions are properly recorded.
• Maintain item-wise, quantity-wise, and location-wise stock records.
• Ensure proper identification and tracking of materials.
• Monitor stock availability and highlight shortages, excess stock, or discrepancies.

2. Inward & Outward Stock

• Verify materials received against purchase orders, invoices, delivery challans, and other supporting documents.
• Ensure inward stock entries are completed accurately and on time.
• Coordinate with Dispatch/Warehouse teams for outward material movement.
• Verify quantities before dispatch and ensure proper documentation.
• Record material transfers between warehouses, locations, or storage areas.

3. Physical Stock Verification

• Conduct regular physical stock counting and verification.
• Compare physical stock with ERP/system records.
• Identify discrepancies and investigate the reason for mismatches.
• Coordinate with the Warehouse team to correct stock-related issues.
• Support periodic stock audits and physical inventory checks.

4. Inventory Reconciliation

• Reconcile physical stock with system/ERP stock.
• Prepare discrepancy reports for shortages, excesses, damaged materials, or incorrect entries.
• Coordinate with Accounts, Warehouse, Purchase, and Operations teams to resolve mismatches.
• Ensure necessary stock adjustments are made only after proper approval.

5. ERP & System Updates

• Enter and update stock transactions in the company's ERP/inventory management system.
• Ensure inward, outward, transfer, return, and adjustment entries are updated within defined timelines.
• Maintain accurate item codes, quantities, units, and warehouse/location information.
• Ensure there are no pending or duplicate stock entries.

6. Stock MIS & Reporting

• Prepare and maintain daily, weekly, and monthly stock MIS.
• Prepare reports covering:
• Opening stock
• Inward quantity
• Outward quantity
• Closing stock
• Stock transfers
• Stock discrepancies
• Damaged/blocked stock
• Slow-moving or excess stock
• Share stock reports with relevant management and internal teams.

7. Coordination

• Coordinate with Warehouse, Purchase, Sales, Dispatch, Accounts, and Operations teams.
• Follow up for pending documentation and stock-related approvals.
• Support Sales/Operations teams by providing accurate stock availability information.
• Coordinate with Purchase/Warehouse teams when stock levels require attention.
• Escalate major discrepancies or operational issues to the reporting manager.

8. Stock Control & Process Discipline

• Ensure inventory processes are followed as per company guidelines.
• Maintain proper documentation for all stock movements.
• Ensure no material movement takes place without the required documentation/approval.
• Maintain proper records of damaged, rejected, returned, or blocked materials.
• Support implementation of stock control procedures to minimize inventory loss and discrepancies.

Preferred candidate profile

Education

• Bachelor's degree in Commerce, Supply Chain, Logistics, Operations, or a related field.
• B.Com / BBA / Supply Chain or Logistics background preferred.

Experience

• 14 years of relevant experience in stock management, inventory control, warehouse operations, or supply chain.
• Experience in manufacturing, trading, distribution, building materials, or similar industries will be an advantage.

Technical Skills

• Good working knowledge of MS Excel.
• Experience with ERP / Inventory Management / Warehouse Management systems.
• Knowledge of stock reports, inventory reconciliation, and data management.
• Familiarity with Tally, SAP, Zoho, Oracle, or similar systems will be preferred.

Key Competencies

• Strong attention to detail.
• Good numerical and analytical ability.
• Strong documentation and record-keeping skills.
• Process-oriented approach.
• Strong coordination and follow-up skills.
• Ability to identify discrepancies and investigate root causes.
• Ability to handle large volumes of inventory data.
• Good communication skills.
• Strong ownership and accountability.
• Ability to work under operational deadlines.

Preferred Candidate Profile

The ideal candidate should be:

• Comfortable working with both physical stock and system data.
• Highly accurate while recording inventory transactions.
• Proactive in identifying stock mismatches.
• Disciplined about documentation and system updates.
• Capable of coordinating with multiple departments.
• Comfortable preparing and maintaining MIS reports.
• Willing to regularly participate in physical stock verification.
• Able to work in a structured, process-driven environment.