Store Keeper – College & School of Hospitality (Billing & Procurement)

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Position Overview

Key Responsibilities

• Store Management & Inventory Control
• Maintain and manage inventory for all college and hospitality requirements (kitchen, housekeeping, stationery, etc.).
• Conduct regular stock checks and maintain minimum stock levels to avoid shortages.
• Ensure proper storage conditions to prevent damage, spoilage, or wastage.
• Maintain accurate stock registers (physical and digital) and update them in real time.
• Procurement & Vendor Coordination
• Raise purchase requests based on approved requisitions from departments.
• Coordinate with approved vendors for quotations, negotiations, and timely supply of goods.
• Ensure procurement is done as per institutional quality standards and cost-effectiveness.
• Liaise with the Accounts & Finance department for vendor payments and documentation.
• Billing & Documentation
• Prepare and process bills for items issued to various departments.
• Ensure all inward and outward materials are supported with proper bills, GRNs (Goods Receipt Notes), and challans.
• Maintain up-to-date records for procurement, issue, and returns.
• Verify vendor bills against purchase orders and delivery notes before processing for payment.
• Compliance & Reporting
• Follow institutional policies for procurement, storage, and distribution.
• Maintain records for audit purposes and ensure compliance with statutory requirements.
• Prepare periodic reports on stock status, procurement activities, and consumption trends.
  

Required Qualifications & Skills

• Education: Bachelor’s degree / Diploma in Supply Chain Management, Materials Management, or related field.
• Experience: 3–5 years of relevant experience in storekeeping, preferably in educational or hospitality sectors.
• Technical Skills:
• Proficiency in MS Office and inventory management software.
• Knowledge of procurement processes and billing procedures.
• Soft Skills:
• Strong organizational and record-keeping abilities.
• Negotiation skills for vendor management.
• Attention to detail and accuracy.
  

Key Competencies

• Time management and ability to work under pressure.
• Problem-solving and decision-making abilities.
• Integrity and transparency in all transactions.
  

Work Conditions

• On-campus role with interaction across academic, administrative, and hospitality departments.
• May require extended hours during special events, audits, or peak procurement periods.