Stores and Maintenance Incharge for School

Department : Administration

Reporting To: Admin Manager / Principal / Head of Administration

Job Summary

The Store cum Maintenance Incharge is responsible for the efficient management of the school store, inventory, and maintenance activities. The role involves ensuring the timely availability of materials, maintaining accurate stock records, coordinating preventive and corrective maintenance, supervising housekeeping and maintenance staff, and ensuring that the school premises remain safe, clean, and well-maintained.

Key Responsibilities

Store Management

• Maintain inventory of all school assets, consumables, stationery, housekeeping materials, uniforms, laboratory supplies, sports equipment, and other store items.
• Receive, inspect, and verify all incoming materials against purchase orders and delivery challans.
• Issue materials to departments against approved requisition forms.
• Maintain stock registers and inventory records accurately.
• Conduct periodic physical stock verification and reconcile discrepancies.
• Monitor stock levels and initiate timely purchase requisitions to avoid shortages.
• Ensure proper storage, labeling, and preservation of materials.
• Maintain records of fixed assets and coordinate asset tagging.
  
  

Maintenance Management

• Supervise the maintenance of school buildings, classrooms, laboratories, offices, washrooms, playgrounds, and common areas.
• Coordinate routine preventive maintenance of electrical, plumbing, carpentry, painting, civil works, HVAC, elevators, DG sets, fire safety systems, and water systems.
• Attend to maintenance complaints and ensure timely resolution.
• Coordinate with external vendors and service providers for repairs and annual maintenance contracts (AMCs).
• Maintain maintenance logs, service reports, and vendor documentation.
• Ensure uninterrupted functioning of all utilities and infrastructure.
• Vendor & Contractor Coordination
• Coordinate with vendors for quotations, repairs, and maintenance services.
• Monitor quality and completion of maintenance work.
• Verify completed work before processing bills.
• Maintain records of AMC agreements, warranties, and service schedules.
  
  

Compliance & Safety

• Ensure compliance with safety standards and statutory requirements.
• Conduct regular inspections to identify maintenance and safety issues.
• Ensure proper upkeep of fire safety equipment and emergency facilities.
• Report major repair requirements to the management.
  
  

Documentation & Reporting

• Maintain inventory reports, stock statements, maintenance registers, asset registers, and vendor records.
• Prepare monthly reports on stock consumption, maintenance activities, pending repairs, and inventory status.
• Maintain proper filing of invoices, challans, work orders, and service reports.
• General Responsibilities
• Coordinate with all departments regarding material requirements and maintenance requests.
• Ensure cost-effective utilization of resources.
• Support school events by arranging required materials and infrastructure.
• Perform any other administrative duties assigned by the management.
  
  

Qualifications

• Graduate in any discipline (Diploma/Degree in Store Management, Facilities Management, or Engineering preferred).
• 3–5 years of experience in store management, facilities, or maintenance, preferably in a school, hospital, or institutional environment.
• Proficiency in MS Office (Excel, Word) and inventory management.
• Knowledge of inventory control, asset management, and facility maintenance.
• Good communication, organizational, and problem-solving skills.
  
  

Key Competencies

• Inventory & Store Management
• Maintenance Planning & Coordination
• Vendor Management
• Record Keeping & Documentation
• Asset Management
• Time Management
• Leadership & Team Coordination
• Attention to Detail
• Cost Control
• Safety Awareness
  
  

Working Conditions

• Full-time position.
• May require supervision during school events, emergencies, or maintenance work outside regular working hours.
• Frequent movement across the campus for inspections and coordination.