Warehouse Executive

BIJAY PUSTAK BHANDAR PVT. LTD.Job Role: Warehouse Executive – Warehouse Staff Department: Warehouse and Dispatch

Reporting To: Warehouse Manager / Management

Job PurposeTo coordinate daily warehouse operations, including receiving, checking, storing, recording, picking, packing and dispatching books. The Warehouse Executive will maintain accurate stock records, guide warehouse staff and ensure that orders are prepared correctly and dispatched on time, with proper documentation and careful handling of books.

Key Duties and Responsibilities

1. Receiving and Verifying Incoming Books

Check incoming books, cartons and bundles against purchase orders, invoices or delivery challans. Verify publishers, titles, classes, subjects, languages, editions, quantities and physical condition. Record receipts accurately and immediately report shortages, excess quantities, incorrect books or damage to the Warehouse Manager.

2. Maintaining Inventory Records

Maintain accurate and timely records of goods received, goods issued, internal transfers, dispatches and approved returns in the company’s stock register or inventory system. Ensure that each stock movement is supported by the required documents. Submit discrepancies for review and make stock adjustments only after approval.

3. Organising Storage and Book Locations

Ensure that books are stored in designated racks, shelves or pallet areas with clear identification. Keep different publishers, titles, classes, subjects, languages and editions properly separated. Maintain orderly storage locations so that books can be found quickly and counted accurately.

4. Coordinating Order Picking and Checking

Organise picking according to approved orders, school book lists or instructions from the sales and billing teams. Verify the correct titles, editions and quantities before packing. Keep each school’s, class’s and customer’s order separate. Report unavailable books and track incomplete orders or partial supplies.

5. Supervising Packing and Dispatch Preparation

Coordinate counting, sorting, preparation of book sets, packing, sealing and labelling. Check that package contents match the approved order and that customer names, destinations and package numbers are correct. Ensure that books are packed securely and released only against authorised billing or dispatch instructions.

6. Maintaining Dispatch and Transport Records

Coordinate with the dispatch team, transporters and delivery staff for scheduled collections and deliveries. Verify the number of cartons or bundles before loading. Maintain invoices, delivery challans, packing lists, transport receipts and acknowledgements, as applicable. Follow up on reported dispatch delays, missing packages or delivery discrepancies.

7. Coordinating Warehouse Staff

Assign and follow up on daily tasks for storekeeping helpers, packing staff, loaders and unloaders according to operational priorities and the Warehouse Manager’s instructions. Explain handling and checking requirements clearly. Monitor work completion and ensure proper coordination between receiving, storage, picking, packing and dispatch activities.

8. Conducting Stock Checks and Reporting Differences

Carry out routine physical stock checks and assist with periodic stock verification. Compare physical quantities with recorded balances and check relevant documents when differences arise. Report missing books, misplaced stock, incorrect entries, mixed editions or unexplained movements to the Warehouse Manager for review.

9. Managing Returns and Damaged Stock

Coordinate the receipt, counting and segregation of returned books under approved instructions. Keep returned, damaged and unchecked stock separate from saleable books until its status is confirmed. Prepare details of authorised returns to publishers and retain dispatch proof. Share verified quantities and supporting documents with the accounts team for reconciliation.

10. Maintaining Book Protection, Housekeeping and Safety

Ensure that books are protected from rain, moisture, dust, tearing and crushing. Maintain clean, dry storage areas, secure stacks and clear walkways and exits. Guide staff on safe handling and appropriate use of trolleys. Immediately report water leaks, damaged racks, unsafe stacking, injuries or other hazards.

11. Reporting and Coordinating Daily Operations

Provide timely updates on receipts, dispatches, pending orders, low stock, returns, damaged books and stock discrepancies. Coordinate with sales, billing and accounts staff to resolve operational issues. Report for duty on time, maintain an orderly handover of pending work and perform other reasonable warehouse duties assigned by management.

• Required Skills and QualitiesAbility to identify and check books by publisher, title, class, subject, language and edition.
• Accuracy in counting, stock entry, order checking and documentation.
• Basic computer knowledge, including Excel; familiarity with inventory software is preferred.
• Ability to organise warehouse activities and coordinate helpers, packing staff and loading teams.
• Clear communication and prompt reporting of discrepancies or delays.
• Honesty, punctuality, attention to detail and responsible handling of company stock.
• Previous experience in warehouse operations, inventory control or book distribution is preferred.

Responsibility and AccountabilityThe Warehouse Executive is responsible for accurate stock records, correct order verification, proper documentation, organised storage and timely coordination of warehouse activities. Any damage, shortage, excess quantity, incorrect dispatch or unauthorised stock movement must be reported immediately.

Stock adjustments, write-offs, purchasing decisions, commercial terms, acceptance of returns and issuance of refunds or credit notes require approval from management or the designated authorised staff.