Inventory Manager

1. Job SummaryWe are looking for a responsible, detail-oriented, and experienced Warehouse & Inventory Manager to manage all warehouse operations, including stock receiving, stock dispatch, stock availability, inventory tracking, stock reconciliation, and accurate maintenance of all stock-related records.

The candidate will be responsible for ensuring that all incoming and outgoing stock is properly recorded, physical / digital inventory matches system records, and accurate stock data is available to management at all times.

2. Key Roles & ResponsibilitiesA. Stock Receiving (Inward Stock)

• Receive stock from suppliers, manufacturers, and other company locations.
• Verify product names, SKUs, quantities, batch numbers, expiry dates, and packaging conditions against invoices and delivery challans.
• Check for damaged, missing, incorrect, or short-delivered items.
• Prepare and maintain Goods Received Notes (GRN) for every stock receipt.
• Update all received stock in the inventory system and stock registers without delay.
• Inform management immediately about discrepancies or damaged goods.

B. Stock Out & Dispatch (Outward Stock)

• Maintain complete records of stock issued to retail stores, malls, e-commerce orders, and other destinations.
• Verify approved stock requests before dispatching any material.
• Prepare stock transfer notes, delivery challans, and dispatch records.
• Ensure the correct products and quantities are packed and dispatched.
• Record every stock movement in the system on the same day.
• Obtain confirmation of stock receipt from the receiving store or department.
• Ensure no stock leaves the warehouse without proper authorization and documentation.

C. Stock Availability & Requirement Planning

• Maintain updated stock availability reports for all products.
• Monitor fast-moving, slow-moving, non-moving, and out-of-stock items.
• Maintain minimum and maximum stock levels for each SKU.
• Prepare daily and weekly stock requirement reports.
• Identify products requiring replenishment and submit purchase or replenishment requests to management on time.
• Coordinate with the purchase team, sales team, warehouse staff, and retail outlets to avoid stock shortages.
• Track pending purchase orders, incoming shipments, and expected delivery dates.
• Highlight near-expiry, expired, damaged, and obsolete inventory.

D. Inventory Data & Record Maintenance

• Maintain accurate inventory data in Excel, Google Sheets, or the company's inventory/billing software.
• Maintain SKU-wise, product-wise, batch-wise, and location-wise stock records.
• Record all inward stock, outward stock, inter-warehouse transfers, store transfers, returns, damages, and adjustments.
• Maintain purchase invoices, delivery challans, GRNs, stock transfer notes, and other supporting documents.
• Maintain separate records for saleable, damaged, expired, returned, and blocked stock.
• Ensure all inventory records are updated regularly and are easily available for verification.
• Maintain proper product coding, barcode records, and unit-of-measure details.

E. Physical Stock Counting & Reconciliation

• Conduct daily cycle counts for selected products and regular physical stock verification.
• Perform complete stock audits as per the schedule set by management.
• Compare physical stock with system stock and identify mismatches.
• Investigate shortages, excess stock, incorrect entries, and unexplained stock movements.
• Prepare stock mismatch reports with reasons and supporting documents.
• Submit discrepancies to management immediately and obtain approval before making stock adjustments.
• Ensure accurate opening stock, closing stock, and daily stock movement records.

F. Warehouse Management

• Ensure proper storage, labelling, stacking, and identification of products.
• Maintain cleanliness, hygiene, pest-control measures, and appropriate storage conditions.
• Follow suitable food-storage practices for dry fruits, nuts, dates, figs, saffron, honey, and other food products.
• Follow FIFO (First In, First Out) and FEFO (First Expired, First Out), wherever applicable.
• Maintain batch traceability and expiry-date monitoring.
• Prevent stock damage, contamination, pilferage, and unnecessary wastage.
• Ensure efficient use of warehouse space and safe handling of goods.

G. Reporting to Management

The Warehouse & Inventory Manager must prepare and submit the following reports:

1. Daily inward stock report.
2. Daily outward stock and dispatch report.
3. Daily closing stock and stock availability report.
4. SKU-wise stock balance report.
5. Daily stock mismatch and discrepancy report.
6. Weekly stock requirement and replenishment report.
7. Damaged, expired, returned, and near-expiry stock report.
8. Pending dispatch and pending stock transfer report.
9. Monthly physical stock audit and reconciliation report.
10. Slow-moving and non-moving inventory report.

All reports must be accurate, complete, and submitted within the deadlines specified by management.

• 3. Authority & AccountabilityResponsible for the accuracy of warehouse inventory records and stock movement entries.
• Must not issue, transfer, or dispatch stock without proper authorization.
• Must immediately report any stock shortage, excess, damage, suspected theft, or data discrepancy.
• Must not alter inventory records or adjust stock balances without the required approval.
• Must maintain confidentiality of company stock, purchase, and inventory data.
• Must coordinate with the accounts department to resolve invoice and stock-related discrepancies.
• 4. Required Qualifications & SkillsGraduate preferred; candidates with relevant warehouse and inventory experience may also apply.
• Minimum 2–3 years of experience in warehouse management, inventory control, or stock accounting preferred.
• Good knowledge of MS Excel and inventory management software.
• Experience with SKU management, stock reconciliation, GRN, stock transfers, and dispatch documentation.
• Strong numerical, organizational, and analytical skills.
• High attention to detail and accuracy.
• Ability to prepare clear daily reports and maintain systematic records.
• Honest, disciplined, punctual, and responsible.
• Ability to coordinate with warehouse staff, accounts, purchasing, sales, and retail store teams.

5. Key Performance Indicators (KPIs)Performance will be evaluated based on:

• Inventory accuracy: Physical stock must match system records, with discrepancies investigated and reported promptly.
• Timely data entry: All stock transactions must be recorded on the same day.
• Reporting compliance: Daily, weekly, and monthly reports must be submitted on time.
• Stock availability: Timely identification of low-stock products and replenishment requirements.
• Documentation: Complete supporting records for all stock movements.
• Stock loss prevention: Effective control of damage, expiry, wastage, and unauthorized stock movement.
• Audit compliance: Timely completion of physical stock counts and reconciliation.
• Warehouse discipline: Proper storage, cleanliness, labelling, and stock rotation.

6. Daily Work ExpectationsThe employee is expected to:

• Check opening stock and pending inward/outward transactions.
• Verify and record all stock received and dispatched during the day.
• Update stock balances and product availability.
• Review low-stock items and prepare requirement lists.
• Coordinate with stores and departments regarding stock requests.
• Investigate and report any inventory discrepancies.
• Submit the complete daily warehouse and inventory report before leaving duty.
• 7. Important Employment ConditionsAll stock-related entries and reports must be genuine, complete, and accurate.
• No stock transaction may be left undocumented.
• Any suspected discrepancy or irregularity must be reported immediately to management.
• Repeated negligence, incorrect reporting, unauthorized stock movement, or failure to maintain inventory records may lead to disciplinary action in accordance with company policy and applicable law.