Store Associate / Store Executive
Company: Crestview Adventure Hotel & Resort Pvt. Ltd.
Department: Store
Position: Store Associate / Store Executive
Reports To: Store Manager / Executive Chef / Purchase Manager / Accounts & Finance, as applicable
Location: Hotel & Resort Property
Employment Type: Full-Time
1. JOB PURPOSE
The Store Associate / Store Executive is responsible for the receiving, checking, storing, issuing, recording, and maintaining all hotel and resort inventory in a systematic and controlled manner.
The position ensures that all materials required by different departments are available on time, properly stored, accurately recorded, and protected from damage, wastage, pilferage, or unauthorized use.
The Store Associate / Executive must maintain proper coordination with Purchase, Accounts, Kitchen, Food & Beverage, Housekeeping, Engineering, Front Office, HR, and other operating departments to ensure smooth hotel operations.
2. KEY RESPONSIBILITIES
A. Receiving of Materials
Receive all materials delivered to the hotel against approved Purchase Orders, Purchase Requisitions, and delivery documents.
Check the quantity, quality, specifications, brand, packaging, expiry date, and condition of received materials.
Verify received items against the Purchase Order and supplier invoice/challan.
Report any shortage, excess quantity, damaged goods, wrong items, or quality discrepancies immediately to the Store Manager/Purchase Department.
Ensure proper documentation of all inward materials.
Maintain the Goods Received Note (GRN) or applicable receiving records.
B. Storage & Inventory Management
Arrange all materials in their designated storage locations in a clean, organized, and easily identifiable manner.
Follow proper FIFO (First In, First Out) and FEFO (First Expiry, First Out) methods wherever applicable.
Maintain proper segregation of food items, beverages, chemicals, housekeeping supplies, engineering materials, stationery, and other inventory.
Ensure appropriate storage conditions for temperature-sensitive, perishable, fragile, and chemical items.
Monitor expiry dates and report near-expiry or slow-moving stock.
Ensure that storage areas remain clean, dry, hygienic, secure, and pest-free.
Follow hotel safety, hygiene, and fire-safety standards.
C. Issuing of Materials
Issue materials only against properly authorized Material Requisition / Store Requisition.
Verify the requesting department, item description, quantity, and authorization before issuing materials.
Record every issue accurately in the stock register/system.
Ensure that unauthorized persons do not collect or remove materials from the Store.
Maintain proper departmental issue records for audit and reconciliation purposes.
D. Stock Control
Maintain accurate physical and system stock records.
Conduct regular physical stock verification.
Assist in monthly, quarterly, and annual stock-taking activities.
Identify discrepancies between physical stock and book/system stock.
Immediately report shortages, excess stock, damaged materials, or unexplained variances.
Maintain minimum and maximum stock levels as instructed by management.
Inform the Store Manager/Purchase Department when stock reaches the reorder level.
Monitor slow-moving, non-moving, excess, and obsolete inventory.
E. Documentation & Records
Maintain and update relevant records, including:
Purchase Orders
Goods Received Notes (GRN)
Store Requisitions
Material Issue Records
Stock Registers
Bin Cards
Return/Replacement Records
Damage/Breakage Records
Expiry Records
Transfer Records
Physical Stock Verification Reports
Daily/Monthly Store Reports
Other records required by management
F. Coordination with Departments
Coordinate with all hotel departments regarding their material requirements.
Ensure timely availability of essential operating supplies.
Communicate stock shortages or expected delays to concerned departments.
Coordinate with Purchase regarding pending orders and replenishment requirements.
Coordinate with Accounts for invoice/document verification wherever required.
Support departmental stock audits and investigations.
G. Quality, Hygiene & Safety
Ensure that no expired, damaged, contaminated, or unfit material is issued for operational use.
Maintain cleanliness and hygiene within all Store areas.
Follow proper handling procedures for chemicals and hazardous materials.
Ensure food and consumable items are stored according to applicable hygiene requirements.
Follow hotel fire, health, safety, and emergency procedures.
Report any unsafe condition, leakage, pest activity, damage, or security concern immediately.
H. Security & Loss Prevention
Maintain strict control over Store access.
Prevent unauthorized removal, misuse, wastage, or pilferage of hotel materials.
Ensure proper documentation for all inward, outward, return, transfer, and disposal transactions.
Immediately report suspected theft, manipulation, or stock discrepancies to management.
3. DAILY DUTIES
The Store Associate / Executive shall:
Check pending deliveries and expected materials.
Receive and inspect incoming materials.
Complete required receiving documentation.
Store materials in their designated locations.
Process authorized departmental requisitions.
Issue materials and update stock records.
Check critical stock levels.
Monitor expiry dates and perishable items.
Maintain cleanliness and organization of the Store.
Report shortages, damages, discrepancies, and unusual incidents to the reporting manager.
Complete required daily Store reports and handover.
4. KEY PERFORMANCE INDICATORS (KPIs)
Performance will be evaluated based on:
Accuracy of inventory records.
Stock availability and timely replenishment.
Reduction of wastage and stock losses.
Proper FIFO/FEFO implementation.
Accuracy of receiving and issuing procedures.
Physical stock vs. system/book stock reconciliation.
Timely completion of stock-taking.
Proper documentation and record maintenance.
Compliance with hotel SOPs and audit requirements.
Cleanliness, hygiene, and organization of Store areas.
Prevention and reporting of pilferage/damage.
Coordination and service provided to operating departments.
5. AUTHORITY & RESPONSIBILITY
The Store Associate / Executive is responsible for maintaining proper control over materials entrusted to the Store.
The employee shall not:
Issue materials without proper authorization.
Alter stock records without approval.
Receive materials without proper verification.
Allow unauthorized persons access to Store areas.
Hide or ignore stock discrepancies.
Accept damaged/incorrect materials without reporting the issue.
Remove hotel property or materials for personal use.
Any suspected discrepancy, theft, damage, manipulation, or unauthorized transaction must be immediately reported to the concerned reporting manager.
6. QUALIFICATION & EXPERIENCE
Minimum Qualification:
Graduate / Diploma / relevant vocational qualification preferred.
Candidates with Hotel Management, Inventory Management, Supply Chain, or Store-related education will be preferred.
Experience:
1–3 years of relevant experience in hotel/resort stores, inventory, warehouse, or material management preferred.
Freshers with suitable knowledge and attitude may be considered for the Associate level.
7. REQUIRED SKILLS & COMPETENCIES
Basic inventory and stock-control knowledge.
Knowledge of FIFO/FEFO.
Basic computer skills.
MS Excel and inventory software knowledge preferred.
Good numerical and record-keeping ability.
Attention to detail.
Good communication and coordination skills.
Ability to work under pressure.
Honesty and integrity.
Ability to maintain confidentiality.
Good organizational skills.
Ability to follow SOPs and management instructions.
Physically capable of handling routine Store operations.
8. BEHAVIOURAL EXPECTATIONS
The employee is expected to:
Maintain punctuality and regular attendance.
Maintain professional conduct at all times.
Follow the hotel's rules, regulations, policies, and SOPs.
Maintain proper grooming and uniform standards.
Treat all colleagues and vendors respectfully.
Maintain confidentiality of company information.
Demonstrate honesty and accountability.
Take responsibility for assigned Store materials and records.
Cooperate with internal and external auditors.
Perform any other reasonable duties assigned by management in the interest of hotel operations.
9. WORKING CONDITIONS
The position may require:
Working in shifts according to hotel operational requirements.
Working on weekends and public holidays as per duty roster.
Physical movement within Store and hotel operational areas.
Handling cartons, packages, supplies, and other materials.
Working in refrigerated/cold storage areas where applicable.
Supporting stock-taking beyond normal operating hours when required.
Pay: ₹12,000.00 - ₹16,000.00 per month
Benefits:
- Food provided
- Health insurance
- Paid sick time
- Paid time off
Work Location: In person
