Stores and Inventory Executive job description
A Stores and Inventory Executive receives, stores and issues materials and keeps stock records accurate. The role makes sure production and dispatch always find the right item in the right quantity.
Why the role exists
The Stores and Inventory Executive runs the stores or warehouse of a factory or distribution unit. In Indian plants the role reports to the stores or purchase head and works daily with production, quality, purchase and accounts. It keeps the physical stock matching the books.
What the person does
- Receive material at the gate or dock, check it against the purchase order and invoice, and make the goods receipt entry.
- Send incoming material for quality inspection and store accepted items in the correct bin or rack.
- Issue material to production against job cards or requisitions, and record every issue the same day.
- Label locations and items clearly, and apply first in first out where shelf life or ageing matters.
- Run cycle counts and the periodic physical stock count, and investigate each variance.
- Raise reorder alerts for items below the minimum level and share a shortage list with purchase.
- Track slow moving, damaged and obsolete stock and report it monthly to management.
- Keep the stores neat, safe and organised, including safe stacking and clear aisles.
Skills and tools
- Stock keeping in ERP, Tally or WMS, including goods receipt and issue entries
- Excel for stock reports, ageing and reorder levels
- Bin and rack location systems with clear labelling
- First in first out and batch tracking
- Cycle counting and variance investigation
- Reading purchase orders, delivery challans and invoices
- Safe handling and stacking of materials
- Coordination with purchase, production and quality teams
Education and experience
Preferred, never a bar: equivalent experience counts.
- Graduate in commerce or science, or diploma in a related field, preferred, or equivalent experience.
- Experience in stores, warehouse or inventory in a manufacturing or distribution unit preferred.
- Working knowledge of an ERP or Tally and Excel preferred, or equivalent experience.
- Training in material handling and safe storage is useful; rules depend on the employer and should be confirmed with its own adviser.
How the work is judged
- Stock accuracy, judged by cycle count and physical count variances.
- Timeliness of receipt and issue so production is not held up.
- Level of slow moving and obsolete stock.
- Housekeeping and order in the stores, including labelling and safe storage.
- Accuracy of entries and documents behind each stock movement.
Where the role can lead
- Senior Stores Executive or Stores In-charge for a plant.
- Stores Manager, Warehouse Manager or Materials Manager.
- Purchase Executive or Supply Chain Analyst, building on material knowledge.
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.
- The physical count does not match the system for a fast moving item. How do you find the gap?
- Production asks for material without a requisition slip. What do you do?
- How do you set a minimum stock level for a part with an uncertain supplier lead time?
- Tell us about a time you found damaged material at receipt. What did you do?
- How have you organised a stores area to make picking faster?
- What reports do you give purchase every week and what do you want them to act on?
Hiring tips for this role
- Ask the candidate to walk through one item from receipt to issue, naming each document and entry. This shows whether they have run a store or only assisted.
- Test with a small stock reconciliation exercise in Excel. Weak candidates struggle to trace the difference between book and physical stock.
- Check integrity and process habits. Stores roles hold valuable material, so ask how they ensure nothing leaves without a document.
- Ask what system they used. Experience on a barcode or WMS setup differs from handwritten registers, and training time depends on it.
Questions about hiring a stores and inventory executive
The executive receives and stores materials, issues them to production, keeps stock records right, counts stock and tells purchase what is running low. The aim is to avoid stoppages and stock losses.
Stores usually serve production inside a plant, issuing raw material and spares. A warehouse often holds finished goods for dispatch. Both need stock accuracy, but the documents and pace differ.
Many units count fast moving items on a rolling basis and do a full count at set periods. Agree the method with your finance team and put it in the job description.
GullyHR works on permanent hiring. We agree the job description with you, screen candidates on stores records and ERP experience, and support the offer. You decide who joins.
Hiring a stores and inventory 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.