Roles and Responsibilities
Textile Inventory & Operations Executive – Woven & Knitted Fabrics
1. Fabric Inventory Management
- Maintain accurate roll-wise inventory records for greige, processed and finished woven and knitted fabrics.
- Ensure every fabric roll is identified using a unique roll number or internal stock code.
- Record fabric details including composition, construction or knit structure, colour, lot or batch, width or diameter, GSM, metres, weight, supplier or processor, current location and allocated order.
- Maintain clear records of opening stock, receipts, issues, returns, consumption, rejection, process loss and closing stock.
- Ensure physical stock is regularly matched with Excel, ERP or stock-register records.
- Track fabric allocated to customer orders, sampling, garment production, development and available stock.
- Identify and immediately report unidentified, excess, short, damaged or incorrectly recorded fabric.
- Conduct periodic physical stock verification and prepare reconciliation reports.
- Maintain separate identification and storage for approved, rejected, excess, leftover and unallocated fabrics.
2. Woven Fabric Control
- Maintain roll-wise records of greige, dyed, printed, washed and finished woven fabrics.
- Record relevant woven fabric details such as yarn count, composition, construction, EPI, PPI, width, colour, finish, lot and quantity.
- Track woven fabric through weaving, dyeing, printing, washing, finishing and other processing stages.
- Monitor shrinkage, processing loss, shade variation, width variation, rejection and shortage.
- Reconcile greige fabric issued to processors against finished fabric received, process loss, rejection and balance pending.
- Ensure woven fabric rolls are correctly allocated to the relevant customer, style, order or production requirement.
3. Knitted Fabric Control
- Maintain accurate inventory records for greige and finished knitted fabrics.
- Record relevant knitted fabric details including yarn count, composition, knit structure, GSM, tubular or open width, diameter, colour, dye lot, roll weight, metres where applicable and location.
- Handle common knitted fabrics such as single jersey, rib, interlock, pique, fleece and other knitted constructions.
- Track knitted fabric through knitting, dyeing, washing, compacting, heat setting, raising, brushing and finishing processes.
- Reconcile yarn issued for knitting against greige fabric received, waste, process loss, finished fabric received, rejection and balance pending.
- Maintain quantity controls for knitted fabrics handled in kilograms, metres or both.
- Monitor GSM variation, width variation, shrinkage, spirality, bowing, skewing, shade variation and other quality or quantity discrepancies.
- Record fabric relaxation, inspection and cutting-floor issues that affect available or usable quantity.
4. Yarn Inventory and Movement
- Maintain records of yarn received, issued, returned, consumed and available.
- Track yarn by count, composition, lot or batch, colour, supplier and quantity.
- Verify approved yarn requirements before preparing material movement documentation.
- Maintain traceability of yarn issued for weaving, knitting, yarn dyeing or other processing.
- Reconcile yarn sent to outside processors against quantity consumed, waste generated, material returned and balance pending.
- Report excess consumption, unexplained shortages, lot differences or unidentified yarn immediately.
- Maintain order-wise or development-wise allocation of yarn wherever applicable.
5. Job-Work and Outside Processing Control
- Track material sent to and received from external processors, including:
- weaving;
- knitting;
- yarn dyeing;
- fabric dyeing;
- printing;
- embroidery;
- washing;
- compacting;
- heat setting;
- raising and brushing;
- pre-shrinking;
- calendaring;
- finishing; and
- other textile processes.
- Maintain processor-wise records showing: Quantity Sent → Quantity Received → Process Loss → Rejection → Balance Pending
- Record the relevant delivery challan number, dispatch date, expected return date, actual return date and pending quantity.
- Follow up regularly with vendors and job workers regarding pending materials.
- Obtain and reconcile vendor challans, return challans, processing documents and supporting records.
- Escalate delays, shortages, unexplained process loss, excess rejection or documentation gaps immediately.
- Provide Management with an accurate status of all yarn and fabric lying outside the company.
6. Delivery Challan and Material Movement Documentation
- Prepare delivery challans for authorised yarn, fabric and other textile material movements.
- Verify material description, roll numbers, lot details, quantity, destination, process and order allocation before dispatch.
- Ensure every outward movement is supported by an approved requirement and written authorisation.
- Reconcile outward delivery challans against material returned, vendor acknowledgements and inward records.
- Maintain systematic records of inward and outward material movements.
- Ensure no material is dispatched solely based on verbal instructions.
- Maintain signed or acknowledged copies of delivery challans and supporting documents.
- Escalate any discrepancy before material is dispatched or accepted into stock.
- Ensure returned materials are physically verified before closing the relevant delivery challan.
7. Roll-Level Traceability
- Maintain complete traceability for every woven and knitted fabric roll.
- Ensure woven fabrics can be traced through:Yarn / Source → Weaving → Greige Fabric → Processing → Finished Fabric → Stock → Garment Order / Customer
- Ensure knitted fabrics can be traced through:Yarn / Source → Knitting → Greige Knitted Fabric → Processing / Compacting → Finished Fabric → Stock → Garment Order / Customer
- Maintain a unique roll identification system so that stock does not depend on any employee’s personal memory.
- Ensure each roll record contains its source, processing history, quantities, current location, status and order allocation.
- Maintain traceability when rolls are split, combined, partially issued, returned, rejected or transferred between locations.
- Ensure another authorised employee or auditor can independently identify and reconcile every roll.
8. Stock Reconciliation and Audit Support
- Perform regular reconciliation between physical stock, stock registers, Excel or ERP records, delivery challans and vendor records.
- Investigate and explain discrepancies between recorded and physical quantities.
- Prepare stock reconciliation statements with complete supporting documentation.
- Maintain separate reports for unidentified stock, shortage, excess, rejection, damaged stock and material pending with processors.
- Assist Management, Accounts, auditors and authorised stock-verification teams during physical verification.
- Maintain a clear audit trail for every material receipt, issue, return, transfer and adjustment.
- Ensure unresolved discrepancies are not carried forward without written explanation and management attention.
- Report significant discrepancies immediately rather than waiting for weekly or monthly reporting.
9. Order Allocation and Material Tracking
- Maintain accurate records of yarn and fabric allocated to each customer, order, style, development or sample.
- Track reserved, available, issued, processed, consumed, rejected and balance quantities.
- Coordinate with Merchandising and Production before allocating or issuing material.
- Prevent duplicate allocation, over-issue or unauthorised transfer of material.
- Highlight shortages, excess stock and potential material risks against order requirements.
- Maintain visibility of leftover and excess fabrics after completion of each order.
- Ensure unused or returned material is correctly brought back into available stock.
- Provide order-wise material-status information whenever requested by Management.
10. Vendor and Processor Coordination
- Coordinate with weaving mills, knitting units, dye houses, printers, finishers and other processors regarding material status.
- Maintain accurate records of materials lying with every vendor or job worker.
- Follow up pending material, documentation, return challans and quantity confirmations.
- Verify vendor-reported quantities against company records.
- Investigate shortages, excess consumption, rejection and delayed material returns.
- Escalate unresolved discrepancies and delays to the authorised senior person.
- Maintain professional and documented communication with vendors and internal departments.
11. Costing and Bill Reconciliation Support
- Provide accurate material quantities and process information to Accounts, Merchandising and Production for costing.
- Support reconciliation of vendor bills against approved process rates, quantities and material movements.
- Verify that billed quantities are supported by delivery challans, inward records and processing documentation.
- Record process loss, rejection, shortage, excess quantity and balance pending.
- Provide order-wise actual material consumption information for costing review.
- Highlight differences between estimated and actual material usage.
- Ensure quantity information used for costing is traceable to supporting records.
- The role supports costing and reconciliation but does not independently approve vendor bills, payments or financial transactions.
12. Reporting Responsibilities
Prepare and submit the following reports accurately and on time:
- Daily material movement report.
- Daily pending-action report, where required.
- Vendor and job-worker pending-material report.
- Delivery challan pending-closure report.
- Weekly yarn and fabric stock reconciliation.
- Unidentified or discrepant stock report.
- Order-wise material allocation report.
- Excess, shortage, rejection and process-loss report.
- Monthly physical stock reconciliation.
- Material ageing report.
- Stock lying at outside-processing locations.
- Completed-order leftover fabric report.
Any material discrepancy, unidentified stock, unusual process loss, shortage or unauthorised movement must be reported immediately.
13. Systems and Record Maintenance
- Update Excel, Google Sheets, ERP or inventory software accurately and promptly.
- Maintain standard formats for stock registers, delivery challans, reconciliation statements and processor ledgers.
- Ensure records are updated on the same day as the material movement wherever possible.
- Maintain organised digital and physical filing of all material documents.
- Preserve complete records of approvals, challans, receipts, vendor confirmations and reconciliation reports.
- Assist in implementing barcode, QR-code or other roll-identification systems where introduced.
- Support improvement of inventory procedures, formats and internal controls.
- Protect confidential company, customer, vendor, pricing and material information.
14. Internal Control Responsibilities
No yarn, fabric or textile material movement should be processed without:
- An approved material requirement.
- Supporting calculation or documentation.
- Physical quantity verification.
- Required written approval.
- A proper delivery challan or material movement document.
- Timely entry in the stock-control system.
- Reconciliation of material returned or consumed.
The employee is responsible for:
- preparation;
- verification;
- recording;
- tracking;
- follow-up;
- reconciliation; and
- discrepancy reporting.
Final approval authority for critical material issues, stock adjustments, quantity deviations, vendor bills and financial transactions remains with designated Management or authorised personnel.
15. Cross-Functional Coordination
- Work closely with Merchandising, Production, Fabric Stores, Cutting, Accounts, Quality Control and Management.
- Obtain order requirements and approved material calculations from the responsible department.
- Provide accurate stock availability and material-status information to relevant teams.
- Coordinate stock verification without disrupting production requirements.
- Support smooth handover of responsibilities during leave, absence or employee transition.
- Maintain records in a manner that prevents dependence on one individual.
- Train or guide junior stock and documentation staff where required.
16. Accountability
The Textile Inventory & Operations Executive will be accountable for:
- accuracy of yarn and fabric stock records;
- roll-wise material traceability;
- timely updating of material movements;
- processor-wise WIP visibility;
- delivery challan control;
- physical-versus-record reconciliation;
- order-wise material allocation;
- supporting documentation;
- timely escalation of discrepancies; and
- audit readiness of textile inventory records.
This position involves responsibility for high-value textile inventory. Accuracy, integrity, traceability, documentation and timely reporting are essential requirements of the role.
Pay: ₹30,000.00 - ₹45,000.00 per month
Benefits:
- Cell phone reimbursement
- Food provided
- Paid sick time
- Provident Fund
Application Question(s):
- How many years of experience do you have working directly with yarn or fabric inventory?
- How many years of experience do you have specifically with woven and knitted fabrics?
- Have you handled material movements to outside processors such as knitting, weaving, dyeing, printing or finishing units?
- Have you prepared and reconciled delivery challans for yarn/fabric movements?
- Are you able to reconcile:
Opening Stock + Receipts – Issues – Process Loss – Rejections = Closing Stock?
- Have you maintained processor/vendor-wise records showing material sent, received and balance pending?
- Which systems have you used for inventory management?
Excel
Google Sheets
Tally
ERP
SAP
Other
- Rate your Excel skills from 1–5.
- Are you willing to physically review inspection reports and identify fabric rolls as part of your daily responsibilities?
- What is your current monthly salary?
- What is your expected monthly salary?
- What is your notice period?
- Are you currently located in or willing to relocate to Erode, Tamil Nadu?
Work Location: In person
