Admin & Stock Controller - Live Out

SUMMARY:
Position Overview
We are seeking a highly organised, detail-oriented and administratively strong Admin & Stock Controller to join a prestigious luxury hotel in Glencairn, Western Cape.
The successful candidate will be responsible for overseeing stock control, inventory management and general administrative functions within the hotel. This position requires someone who is exceptionally organised, numerically competent and able to maintain accurate records while ensuring that stock levels are monitored and controlled effectively.
The ideal candidate must have previous experience in stock control and administration, preferably within the hotel, lodge or hospitality industry. They must be comfortable working with suppliers, processing orders, monitoring stock movements and assisting management with accurate reporting.
Key Responsibilities
Stock Control & Inventory Management

• Oversee the daily stock control and inventory management of the hotel.
• Receive, inspect and record incoming stock and deliveries to ensure that quantities and quality meet the required specifications.
• Ensure all stock received is accurately captured on the relevant stock management systems.
• Monitor stock levels and ensure that sufficient supplies are available for daily hotel operations.
• Conduct regular stock counts and reconcile physical stock against system records.
• Identify stock discrepancies, shortages, damages and wastage, reporting these to management.
• Maintain accurate records of stock received, issued, transferred and utilised.
• Monitor stock expiry dates and ensure that stock is rotated according to FIFO (First In, First Out) principles.
• Ensure that all stockrooms, storerooms and storage facilities are clean, organised and properly maintained.
• Assist with purchasing, ordering and replenishment of stock when required.
• Liaise with suppliers regarding deliveries, outstanding orders, discrepancies and product queries.
• Monitor stock usage and identify opportunities to minimise wastage and control operational costs.
• Ensure that stock is stored securely and in accordance with hygiene and safety requirements.
• Monitor departmental stock requirements, including food and beverage, housekeeping, cleaning materials, guest amenities and general hotel supplies.

• Provide general administrative support to hotel management and relevant departments.
• Maintain accurate filing systems, stock documentation, invoices, delivery notes and purchase orders.
• Capture and process stock-related information accurately on the hotel's systems.
• Assist with preparing stock reports, inventory summaries and reconciliation reports.
• Verify supplier invoices against purchase orders and delivery notes.
• Assist with processing purchase orders and monitoring outstanding orders.
• Maintain supplier records and update relevant administrative documentation.
• Ensure that all stock-related paperwork is completed and filed correctly.
• Assist with general data capturing, recordkeeping and departmental administration.
• Monitor and follow up on outstanding supplier documentation and deliveries.
• Communicate stock-related concerns and administrative matters to management.
• Ensure confidentiality and accuracy when handling financial and operational information.

POSITION INFO: