Depot Executive job description
A Depot Executive runs daily stock receipt, storage, order picking and dispatch at a consumer goods depot. The role keeps distributor orders accurate, on time and free of stock loss.
Why the role exists
The Depot Executive manages the day-to-day work of a regional depot that stores finished goods and ships them to distributors. The person works with the transporter, loaders, the sales team and the planning team, and reports to the Depot or Logistics Manager. Good stock control prevents damage, expiry and wrong dispatch.
What the person does
- Receive stock from the plant or transporter, check against the challan and note shortage or damage on the spot.
- Store goods by batch and expiry, and follow first-expiry-first-out when picking orders.
- Process distributor orders in the system, plan loads and arrange vehicles with the transporters.
- Supervise loaders and pickers, and check each dispatch for quantity, batch and packing before the vehicle leaves.
- Update stock records daily, run cycle counts and reconcile differences with the system.
- Track near-expiry and damaged stock, and raise action with planning and sales.
- Prepare dispatch documents, delivery proof and returns paperwork, and follow up delivery confirmations.
- Keep the depot clean and safe, with pest control, fire safety and stacking limits followed as set by the employer.
Skills and tools
- Stock receipt, binning and batch-wise storage
- First-expiry-first-out picking and expiry tracking
- Dispatch planning and vehicle loading
- Warehouse or distribution system use, such as ERP or depot software
- Cycle counts and stock reconciliation
- Managing loaders, pickers and transporters
- Basic documentation of challans, eway paperwork and delivery proofs
- Excel for stock and dispatch reports
Education and experience
Preferred, never a bar: equivalent experience counts.
- Graduate in commerce or any stream preferred, or equivalent depot experience.
- Prior experience in a consumer goods depot, warehouse or distribution centre is preferred.
- Working knowledge of stock software and basic Excel is useful.
- Willingness to supervise manual teams and work long dispatch days is useful.
How the work is judged
- Dispatch accuracy against orders, including quantity and batch
- Timeliness of dispatch and delivery against the promised date
- Stock accuracy in cycle counts and low loss from damage or expiry
- Proper paperwork, delivery proofs and returns handling
- Safe, clean depot and sound handling by loaders and transporters
Where the role can lead
- Senior Depot Executive or Depot In-charge.
- Logistics Manager covering several depots and transporters.
- Moves into distribution planning, warehouse systems or supply chain planning.
Interview questions to ask
Ask every candidate the same questions in the same order and score them against written anchors, so the decision rests on the work and not the impression.
- A distributor says half a delivery was damaged. How do you investigate and respond?
- How do you organise picking so older stock goes out first?
- Tell us how you handled a stock difference found in a cycle count.
- Several vehicles arrive at once during peak season. How do you plan loading?
- How do you manage loaders who are careless with cartons?
- What do you check before a truck leaves the depot?
Hiring tips for this role
- Test with a case: ask for a picking plan with expiry dates and a load plan for several distributors. Look for clarity and care.
- Check honesty and control habits. Stock loss and pilferage are common risks, so ask how the person kept records tight.
- Ask which depot software and paperwork they used. Compliance with transport documents depends on your facts, so confirm with your adviser.
- Be clear on working hours, peak season overtime and manual supervision duties before the offer.
Questions about hiring a depot executive
The executive handles stock receipt, storage, picking and dispatch at a depot. The person keeps records accurate, supervises loaders and makes sure distributors get the right goods on time.
A depot usually holds finished goods for a region and serves distributors directly. A warehouse can be larger and hold raw material or plant stock. Skills overlap, but a depot role faces more order-to-delivery pressure.
Basic ERP or depot software and Excel are common. Ask the candidate to describe how they check stock records against physical counts.
GullyHR agrees the job description with you, finds and screens candidates with depot or distribution experience and supports the offer for this permanent role. You decide the final hire.
Hiring a depot executive?
GullyHR runs talent acquisition for permanent roles. We agree the job description with you, find and screen candidates against it, and support the offer through to joining. We recruit permanent employees. We do not supply contract or temporary staff.