Supply Chain Reconciliation & Claims Executive

# Job Description: Supply Chain Reconciliation & Claims Executive

Department: Supply Chain / Operations / Finance
Experience: 1–3 yearsLocation: Bhnadup, Mumbai.Employment Type:** Full-time

About the Role-

We are looking for a detail-oriented and proactive Supply Chain Reconciliation & Claims Executive with a strong understanding of end-to-end supply chain operations, including procurement, dispatch, transportation, warehouse inwarding, inventory management, and vendor reconciliation.

The candidate will be responsible for tracking Goods Receipt Note (GRN) pendencies, identifying discrepancies between dispatched and received quantities, coordinating with vendors, courier partners, and warehouse teams to resolve issues, and ensuring timely closure of claims through Credit Notes (CN) and Debit Notes (DN).

The ideal candidate should understand how goods move through the supply chain, be able to identify operational gaps, and take ownership of discrepancies from identification to final financial and system closure.

Key Responsibilities-

- GRN Pendency Management: Track and follow up on pending GRNs across warehouses, fulfilment centres, and distribution locations, ensuring timely inwarding and system updates.

- Supply Chain Coordination: Understand and monitor the movement of goods from vendor dispatch to warehouse receipt, identifying bottlenecks, delays, and gaps in the supply chain process.

- Discrepancy Identification: Investigate shortages, excess receipts, damaged goods, transit losses, missing shipments, quantity mismatches, and other inwarding discrepancies.

- Vendor & Courier Coordination: Raise discrepancies with vendors, transporters, courier partners, and warehouse teams, ensuring timely investigation, resolution, and documentation.

- Claims Management: Initiate and track claims for shortages, damages, transit losses, and other valid discrepancies, supported by relevant documents such as invoices, delivery challans, proof of delivery, and receiving records.

- CN/DN Closure: Follow up with vendors and courier partners to secure Credit Notes (CN) or Debit Notes (DN), as applicable, and ensure claims are settled and recorded accurately.

- Inventory & Document Reconciliation: Reconcile Purchase Orders (POs), dispatch records, invoices, GRNs, delivery challans, and physical/system inventory to identify mismatches and potential financial losses.

- Ageing & Reporting: Maintain trackers for pending GRNs, unresolved discrepancies, outstanding claims, and CN/DN closures, including ageing, ownership, and escalation status.

- Cross-functional Coordination: Work closely with Supply Chain, Procurement, Finance, Accounts Payable, and Warehouse teams to resolve operational and financial discrepancies.

- Root Cause Analysis: Identify recurring supply chain issues, determine their root causes, and recommend corrective actions to prevent repeat discrepancies and reduce losses.

- Process Improvement: Help improve GRN turnaround time, inwarding accuracy, documentation, claim recovery, and overall supply chain efficiency.

Required Skills & Qualifications-

- 1–3 years of experience in supply chain operations, logistics, warehouse operations, inventory management, procurement, or vendor reconciliation.

- **Good understanding of end-to-end supply chain processes**, including vendor dispatch, transportation, warehouse inwarding, inventory reconciliation, and invoice settlement.

- Working knowledge of GRNs, POs, invoices, delivery challans, proof of delivery, and CN/DN processes.

- Proficiency in Microsoft Excel or Google Sheets, including lookups, pivot tables, filters, and reconciliation trackers.

- Strong analytical and problem-solving skills, with the ability to investigate discrepancies and identify their root causes.

- Excellent follow-up, coordination, and stakeholder management skills.

- Experience working with ERP, inventory management, or warehouse management systems is an advantage.

Key Performance Indicators (KPIs)

- Reduction in pending GRNs and ageing of unresolved cases.

- Turnaround time for discrepancy identification and claim initiation.

- Percentage of claims resolved and CN/DNs closed within the defined timeline.

- Value of outstanding claims and recovery of financial losses.

- Accuracy of inventory, inwarding, and financial reconciliation.

- Reduction in recurring supply chain discrepancies and transit losses.

Ideal Candidate Profile

The ideal candidate should combine **supply chain understanding, analytical ability, and strong execution skills**. They should understand the complete flow of goods, identify where and why discrepancies occur, coordinate with the relevant stakeholders, and drive each case to closure.

The candidate must be able to take ownership of an issue from the point of dispatch or receipt discrepancy through investigation, claim resolution, CN/DN issuance, and final reconciliation—ensuring that no case remains unresolved without a clear owner, documented follow-ups, and a closure timeline.

Pay: ₹30,000.00 - ₹45,000.00 per month

Benefits:

• Health insurance
• Paid sick time
• Provident Fund

Work Location: In person