Backoffice Cum Stores Incharge

To manage and control the company's back-office activities and stores operations effectively, ensuring proper documentation, material receipt, storage, issue, inventory control, coordination with project teams, vendors and customers, and timely submission of required reports and records.

The position is responsible for maintaining accurate records and ensuring that all materials and documents are properly accounted for from receipt to final issue/consumption.

Roles & Responsibilities

A. Back Office Responsibilities:

1. Maintain proper records of day-to-day office and project-related activities.
2. Prepare, maintain and update project, material and administrative documentation.
3. Coordinate with the project team, purchase team, accounts team, vendors and management for day-to-day requirements.
4. Maintain records of purchase orders, work orders, delivery challans, invoices, material receipts and related documents.
5. Prepare daily, weekly and monthly reports as required by management.
6. Maintain proper filing and documentation of physical as well as electronic records.
7. Follow up with vendors and suppliers regarding pending materials, documents, invoices and deliveries.
8. Coordinate with the Accounts Department for submission and verification of invoices and supporting documents.
9. Maintain records related to customer requirements, project correspondence and material status.
10. Prepare correspondence, emails, statements and other official communications as required.
11. Track pending documents, approvals, material requirements and other operational activities.
12. Ensure timely circulation of important information to concerned departments.
13. Maintain confidentiality of company, project, commercial and customer information.

B. Stores Responsibilities:

1. Take responsibility for the overall operation and control of the stores.
2. Receive electrical, mechanical, construction and project-related materials from suppliers.
3. Verify received materials against the Purchase Order, Delivery Challan, packing list and other relevant documents.
4. Check quantity, description, specifications and physical condition of materials received.
5. Properly identify, label, segregate and arrange materials in the designated storage locations.
6. Maintain systematic storage of cables, electrical equipment, panels, transformers, switchgear, tools, consumables, spares and other project materials.
7. Issue materials only against properly authorized material requisitions or issue documents.
8. Maintain accurate records of all material receipts, issues, returns and transfers.
9. Ensure proper stock rotation and prevent unnecessary accumulation of obsolete or slow-moving materials.
10. Conduct regular physical verification of stock and reconcile the physical stock with system/register balances.
11. Immediately report shortages, excess stock, damaged materials or discrepancies to management.
12. Maintain separate records for project materials, consumables, tools, spares and customer-supplied materials wherever applicable.
13. Ensure proper preservation and safe storage of sensitive electrical equipment and materials.
14. Maintain proper housekeeping, cleanliness and safety within the stores.
15. Ensure materials are stored in a manner that prevents damage, deterioration, loss or unauthorized access.
16. Maintain records of damaged, rejected, surplus, scrap and returned materials.
17. Coordinate with the Project/Engineering/Purchase teams regarding material requirements and availability.
18. Prepare material availability and shortage reports for ongoing projects.
19. Support project teams in timely issue of materials required for site execution.