Store Executive

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.