 Record details of received materials in gate entry registers or ERP systems.
 Coordinate with Stores, Quality, and Procurement departments for material
verification.
 Ensure materials received match purchase orders and delivery
documentation.
 Maintain records of supplier deliveries and vehicle entry details.
 Report discrepancies, shortages, or damaged materials to concerned
departments.
 Monitor compliance with security and material receipt procedures.
Record Room Management
 Maintain and organize physical and electronic records as per company
policies.
 Ensure proper filing, indexing, storage, and retrieval of documents.
 Manage record retention and disposal schedules.
 Track movement of files and maintain record issue/return registers.
 Ensure confidentiality and security of sensitive company documents.
 Conduct periodic audits of stored records to ensure accuracy and
completeness.
 Coordinate with departments for document submission and retrieval
requirements.  Maintain record room housekeeping and storage arrangements.Administrative Support
 Prepare daily, weekly, and monthly reports related to gate entries and
document records.
 Assist in audits by providing required records and documentation.
 Maintain trackers and databases for material receipts and archived
documents.
 Support compliance initiatives related to documentation and inventory
controls.
Qualifications
 Graduate in Commerce, Business Administration, or any related field.
 Diploma or certification in Office Administration, Records Management, or
Stores Management is an added advantage.
Experience
 1 to 3 years of experience in record management, administration, stores,
logistics, or gate entry operations.
 Experience using ERP systems (SAP, Oracle, Tally, or similar) preferred.
Required Skills
 Good record-keeping and document management skills.
 Knowledge of purchase and material receipt processes.
 Basic understanding of inventory and stores operations.
 Proficiency in MS Office (Excel, Word, Outlook).
 Attention to detail and accuracy.
 Strong organizational and time-management skills.
 Good communication and coordination abilities.
 Ability to maintain confidential information.
Key Performance Indicators (KPIs)
 Accuracy of gate entry records.
 Timely filing and retrieval of documents.
 Compliance with document retention policies. Timely processing of material receipts. Reduction in document retrieval time.
 Zero or minimal documentation discrepancies during audits.
Working Conditions
 Office and store/warehouse environment.
 Regular interaction with suppliers, transport personnel, procurement teams,
and internal departments.

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