Position: Cold Chain Warehouse Supervisor cum Data Entry Operator (DEO)
Department: Warehouse & Operations
Reporting To: Section/ Function Manager
Work Location: Cold Chain / Temperature-Controlled Warehouse
Shift: Shift-based (including night shift, if applicable)
Purpose of the Role
To ensure safe, compliant, accurate, and efficient cold chain warehouse operations by supervising inbound, inventory, outbound, logistics, and return management activities, along with real-time system data accuracy and documentation, in line with company policies and statutory requirements.
Scope
This policy applies to all Cold Chain Warehouses handling temperature-sensitive products, including food, pharma, FMCG, and export/import cargo.
Function-wise Roles & Responsibilities
1. Inbound Management (Receiving & GRN Control)
Activity
Detailed Responsibility
Vehicle Receiving
Coordinate with security for vehicle entry, verify vehicle details, reefer temperature, seal condition, and hygiene
Document Verification
Verify invoice, delivery challan, PO, batch details, expiry date, quantity
Temperature Compliance
Ensure products are received within prescribed temperature limits; record inbound temperature
Unloading Supervision
Supervise unloading to avoid temperature abuse, physical damage, and cross-contamination
Quality & Quantity Check
Perform visual inspection for damage, leakage, short receipt
GRN Creation
Real-time GRN entry in WMS / ERP / SAP
Exception Handling
Report shortages, damages, temperature deviations with proper documentation
Inbound Reporting
Prepare daily inbound summary and deviation reports
2. Inventory Management (Storage, Control & Accuracy)
Activity
Detailed Responsibility
Put-away Operations
Ensure correct bin/location placement as per WMS and temperature zone
Stock Segregation
Segregate damaged, expired, rejected, and hold stock
FIFO / FEFO
Ensure strict FIFO / FEFO compliance
Inventory Accuracy
Maintain bin-wise and SKU-wise accuracy in system
Cycle Counting
Perform daily/weekly cycle counts
Physical Stock Audit
Support monthly and annual physical verification
Variance Control
Investigate and report inventory mismatches
System Updates
Ensure real-time inventory updates in WMS / ERP
3. Outbound Management (Picking, Packing & Dispatch)
Activity
Detailed Responsibility
Order Processing
Receive pick list / dispatch plan from system
Picking Supervision
Ensure correct SKU, batch, quantity, and FEFO adherence
Packing Control
Ensure correct packing, labeling, and palletization
Dispatch Documentation
Prepare invoice, challan, e-way bill (as applicable)
Dispatch Verification
Cross-check loaded quantity vs dispatch documents
Temperature Control
Minimize door open time during dispatch
System Closure
Real-time dispatch entry and stock deduction
Dispatch Reporting
Daily outbound and pending dispatch report
4. Logistics & Vehicle Management
Activity
Detailed Responsibility
Vehicle Scheduling
Coordinate vehicle reporting and dock allocation
Vehicle Inspection
Check vehicle hygiene, reefer working condition, temperature setting
Dock Management
Manage dock assignment to minimize waiting and congestion
Turnaround Time (TAT)
Monitor vehicle TAT and report delays
Driver Coordination
Ensure driver compliance with site rules
Vehicle Entry/Exit
Ensure proper IN & OUT capture in system
Logistics Coordination
Liaise with transporters for dispatch and returns
Documentation Control
Maintain transporter and vehicle records
5. Return Management (RTV / Customer Returns / Rejections)
Activity
Detailed Responsibility
Return Receipt
Receive returned material with proper documentation
Condition Assessment
Check physical condition, temperature exposure, expiry
Segregation
Classify return as saleable, damaged, expired, or rejected
System Entry
Record returns in WMS / ERP
CAPA Support
Support root cause analysis for returns
Disposal Coordination
Coordinate destruction or rework as per SOP
Return Reporting
Maintain return trend and loss reports
6. Data Entry & Documentation (DEO Responsibilities)
Activity
Detailed Responsibility
System Transactions
Accurate entry of GRN, dispatch, transfer, returns
Report Generation
Daily inward, outward, stock, temperature reports
Document Filing
Maintain physical & digital records
Audit Support
Provide data during audits and inspections
MIS Updates
Share operational MIS with management
7. Compliance, Quality & Audit Readiness
Activity
Detailed Responsibility
SOP Adherence
Follow and enforce SOPs
Temperature Logs
Maintain and verify temperature records
Audit Participation
Support BRC / FSSAI / ISO / Client audits
Deviation Reporting
Escalate temperature or process deviations
CAPA
Implement corrective and preventive actions
8. Safety, Hygiene & Housekeeping
Activity
Detailed Responsibility
Safety Compliance
Ensure PPE usage and safe material handling
Housekeeping
Maintain cleanliness of warehouse and docks
Cold Chain Discipline
Control door opening and condensation risks
Incident Reporting
Report accidents, near-misses, unsafe conditions
9. Manpower Supervision
Activity
Detailed Responsibility
Staff Allocation
Allocate loaders and helpers shift-wise
Productivity Control
Monitor output and efficiency
Training
Train staff on cold chain handling & SOPs
Discipline
Ensure compliance with site rules
Key Skills & Qualification
- Graduate / Diploma (Logistics / Supply Chain preferred)
- Strong knowledge of cold chain operations
- Prior Experience in cold chain and QSR experience required
- WMS / ERP / SAP & MS Excel proficiency
- Willingness to work in cold environments and shifts
KPIs (Performance Measurement)
- Inventory accuracy (99%)
- Temperature compliance (99.99%)
- Zero stock loss/damage
- On-time dispatch (95%)
- Audit observations (Nil / Minimal)
- Vehicle TAT adherence
Pay: ₹11,702.36 - ₹33,977.50 per month
Work Location: In person
