Stock Executive

Role Purpose

The Stock Executive is the frontline operator responsible for the physical day-to-day running of Agronic Food's warehouse and stores. This role is entirely ground-level: receiving deliveries, counting stock, issuing materials to production, maintaining storage discipline, tracking waste, and supporting dispatch operations. Accuracy, speed, and discipline on the floor directly determine inventory integrity, production continuity, and the quality of goods dispatched to customers.

1.

Receive every inbound delivery accurately and enter it into the system without delay.

• Physically count all materials against the supplier invoice at the time of delivery before acceptance.
• Verify supplier documents: delivery challan, invoice, Certificate of Analysis (COA), and batch/lot details.
• Enter the Goods Receipt Note (GRN) in the ERP / stock register within 24 hours of receipt.
• Segregate and label any short-received or damaged items immediately and report to the Stock Head the same day.
• Attach all supplier documents to the GRN record; no GRN to be filed without complete documentation.

2.

Conduct physical counts on schedule and report every variance honestly and promptly.

• Carry out cycle counts as per the weekly count plan no count to be skipped or postponed without prior approval.
• Fill count sheets item-by-item, with quantity, batch number, and expiry date where applicable.
• Compare count results against system stock; highlight and document all variances on the same day.
• Submit signed count sheets to the Stock Head after every count session.
• Never adjust a count figure without supervisor sign-off; report discrepancies, not assumptions.

3.

Always issue from the oldest batch first. Never allow newer stock to move while older stock sits behind.

• Issue raw materials and packaging from the oldest batch (earliest receipt date) FIFO at all times.
• For materials with an expiry date, prioritize the batch with the earliest expiry FEFO regardless of receipt sequence.
• Check and confirm the batch label before every issue; record the batch number on the issue slip.
• Report any unlabeled, partially labeled, or illegible labels to the Stock Head before issuing.
• Maintain batch-wise issuance records that allow full traceability of every lot issued to production.

4.

Issue only what is indented, in the right quantity, from the right batch nothing more, nothing less.

• Accept and process material indents from production before issuing any item from stores.
• Issue the exact material type, grade, and quantity as per the indent no substitutions without Stock Head approval.
• Ensure production supervisor or authorized person signs the issuance register at the time of pickup.
• Receive returned or rejected materials from production, inspect condition, tag properly, and log in the return register.
• Alert Stock Head immediately if any required material is unavailable or stock is running below safety level.

5.

The warehouse must be clean, organized, and compliant at all times not just during audits.

• Store every material in its designated location; never keep materials in walkways, staging zones, or unauthorized areas.
• Follow stacking norms: weight limits, height restrictions, and product-specific stacking rules.
• Ensure the floor, shelves, and racking are clean and dry; sweep and mop as per housekeeping schedule.
• Check and record temperature, humidity, and pest control conditions daily for sensitive / organic-certified materials.
• Report any structural, equipment, or storage condition issues (broken pallets, leaking roof, pest signs) to Stock Head immediately.

6.

Track every instance of waste or damage on the day it occurs nothing to be hidden or delayed.

• Update the daily waste register without exception; record type, quantity, cause, and location of waste.
• Segregate damaged, expired, or unsaleable materials immediately; store in the designated damaged goods area.
• Photograph significant damage before moving or disposing of any item; attach to the damage register.
• Never discard any material without supervisor sign-off, regardless of condition.
• Actively reduce material waste by careful handling, proper stacking, and following handling SOPs.

7.

Support every outbound dispatch with accuracy and speed — errors at dispatch affect customers directly.

• Pull materials for dispatch as per packing list; physically cross-check item, batch, quantity, and packaging condition before loading.
• Assist in container stuffing and vehicle loading; follow the loading plan for stacking sequence, weight distribution, and product type.
• Verify gate pass and delivery challan details match the physical load before the vehicle exits the gate.
• Maintain loading checklist and sign-off with the driver/transporter after every completed load.
• Report any loading discrepancy, damaged carton, or documentation mismatch to the Stock Head immediately.

8.

Every entry is a legal and operational record — it must be timely, accurate, and tamper-proof.

• Update all registers (GRN, issuance, waste, damage, return, dispatch) on the same day as the transaction.
• Never overwrite, erase, or white-out a wrong entry; draw a single line and countersign with the supervisor.
• Maintain records in the format prescribed by the Stock Head; do not create personal shortcuts or informal registers.
• Ensure all records are available for review at any time — no missing registers, loose sheets, or incomplete files.
• Cooperate fully with any internal or external audit; produce records on request without delay.

KRA/KPI - Stock Executive

KRA Area

KPI / Task

Target

How It Is Measured

Evidence / Record

Frequency

Weight (%)

Score (1–5)

Manager’s Score (1-5)

Stock Receiving & GRN

GRN entered in system within 24 hrs of receiving

100%

GRN date vs delivery date

GRN register / ERP logs

Daily

Supplier documents checked & attached (invoice, DC, COA)

100%

Document checklist

GRN file with attachments

Per Delivery

Physical count vs invoice quantity tallied before acceptance

100%

Discrepancy log entries

Receiving discrepancy register

Per Delivery

Material rejected / short received flagged to Stock Head same day

100%

Rejection / short receipt report

Rejection register

As applicable

Physical Stock Counting

Cycle count conducted as per weekly plan

100% adherence

Counts done vs planned

Count sheets with sign-off

Weekly

Variance between system & physical identified and reported

Reported within 24 hrs

Variance log maintained

Variance register

Weekly

Physical tally sheet completed and signed after every count

100%

Sheets verified by supervisor

Signed tally sheets

Weekly

FIFO / FEFO Execution

Items issued from oldest batch first (FIFO)

98% compliance

(FIFO issues / Total issues) 100

Issue slips / batch register

Daily

Batches with earliest expiry issued first (FEFO for perishables)

98% compliance

Physical verification

FEFO verification checklist

Daily

Batch labels verified before every issue and dispatch

Zero errors

Label check log

Label verification register

Per Issue

Material Issuance to Production

Production indent received before issuing material

100%

Indent vs issuance log

Indent register

Daily

Correct material, quantity, and batch issued as per indent

Zero short/wrong issues

Issuance vs indent tally

Signed issuance register

Daily

Returned material from production properly tagged and stored

100%

Return entry in register

Return / rejection register

As applicable

Storage & Housekeeping

Materials stored in designated locations only

Zero deviations

Physical inspection

Inspection checklist

Daily

Stacking norms followed (height, weight limits, product type)

Zero violations

Visual inspection

Stacking deviation log

Daily

Storage area kept clean, dry, and pest-free at all times

100% compliance

Housekeeping checklist

Daily housekeeping log

Daily

Expiry-prone / sensitive materials stored in correct conditions

100%

Temperature/humidity log

Storage condition register

Daily

Waste & Damage Tracking

Daily waste register updated without fail

100%

Record availability

Daily waste register

Daily

Damaged / broken items segregated and tagged immediately

100%

Physical verification

Damage register with photos

As applicable

Waste reduction contribution vs prior month baseline

10–15% reduction

Waste qty month-on-month

Monthly waste summary

Monthly

Dispatch & Loading

Packing list cross-checked with physical load before dispatch

100%

Pre-dispatch checklist

Signed dispatch checklist

Per Dispatch

Materials loaded as per loading plan (type, qty, stacking)

Zero loading errors

Loading verification log

Loading checklist

Per Dispatch

Gate pass / delivery challan issued accurately

100%

Document audit

Gate pass register

Per Dispatch

Dispatch completed within planned time slot

100%

Planned vs actual dispatch time

Dispatch log

Per Dispatch

Documentation & Compliance

All registers (GRN, issuance, damage, waste) updated same day

100%

Daily register audit

Register audit log

Daily

No overwriting / correction without supervisor countersign

Zero unexplained corrections

Spot check by Stock Head

Corrected entry log

As applicable

FSSAI / organic certification storage norms followed

100%

Compliance audit

Compliance checklist

Monthly