Inventory Controller

SUMMARY:
Purchase Orders GRNs Transfers (Internal & External) Wastage /Write Off Credit Issues / Consump

POSITION INFO:

The Inventory Controller manages, controls, and maintains accurate and compliant end-to-end inventory processes across the property. This role ensures integrity over stock movement, consumption, valuation, wastage, variances, internal controls, and month-end reporting.

The position covers all stock-holding departments, including:

Beverage
Housekeeping (Amenities & Cleaning)
Galleries & Creative Lab (Retail, Art, Curated Product)
Kitchen (Food & Cleaning Products)
Spa (Retail & Professional Products)
Medication & First Aid Stock
Stationery (Branded Collateral & Other)
Operational Equipment (OE) per department

The Inventory Controller is the custodian of inventory accuracy at property level and ensures that all data fed to the Financial Manager and Support Office is complete, accurate, and audit-ready.

KEY RESPONSIBILITIES

Inventory Governance & Daily Controls

Oversee all daily stock movements across all departments.
Ensure full SOP compliance at all times.
Verify all transactions captured by the Inventory Administrator, including:
Purchase Orders
GRNs
Transfers (Internal & External)
Wastage /Write Off
Credit
Issues / Consumption
Master Data Updates
Reject and correct inaccuracies before daily cut-off.
Ensure item categorisation (UOM, Cost, VAT rules) aligns with Group standards.

Sales vs Consumption Reconciliation (High-Risk Areas)

Reconcile POS sales vs inventory depletion for:
Bar (Minibar, Game Drive & Incl Sales)
Gallery & Creative Lab Retail
Spa Retail
Validate recipe-linked items for correct depletion (cocktails, pouring).
Investigate all consumption discrepancies same-day.
Enforce “no replenishment without reconciliation” per SOP.

Transfers, Issues, Wastage & Credit Management

Verify all transfers include:
Correct documentation
Signatures
Matched values
Ensure all departmental issues are supported by usage sheets.
Validate all wastage entries and ensure proper authorisation.
Confirm supplier credits are correctly raised and reconciled.

Purchase Order Controls & Budget Alignment

Validate purchasing requests against: Department budgets
Approved PAR levels
Min/Max or ROP settings
Confirm all POs use correct item codes, UOM, supplier, price, and delivery details.
Notify Group Inventory Manager of unusual changes or irregularities.

Receiving, Storage & Storeroom Integrity (via Storeman)

Oversight of:

GRN accuracy and 3-way matching (PO → Delivery Note → Invoice)
FIFO rotation & expiry control
Chemical segregation & OE protection
Storeroom access control & key registers
Weekly storeroom housekeeping & safety audits

Note: The Storeman executes physical tasks; the Inventory Controller verifies compliance.

Cycle Counts & Full Stock Counts

Lead mid-month and month-end counts.
Ensure blind counts for high-risk items (Beverage, Food, Gallery Retail & Housekeeping Amenities & Cleaning).
Investigate variances using movement logs, POS data, GRNs, and usage patterns.
Ensure all variances are fully explained and approved.

Month-End Process & Reporting

Manage Month End Process for all inventory locations in co-operation with all HOD’s
Compile month-end reporting pack including:
Opening & closing balances
Purchases
Issues & transfers
Wastage
Sales vs consumption summaries
Variance reports
Count sheets
Compile an Inventory Workbook.
Obtain final sign-off from Finance & the Group Inventory Manager.

Master Data, Pricing & System Integrity

Maintain accurate item master data in MyStock / MyInventory /Sage Inventory
Submit item creation/change requests via approved workflow.
Ensure selling prices comply with margin policy.

Risk, Compliance & Audit Controls

Maintain separation of duties across request → capture → approval → issue.
Keep complete digital document trails (POs, GRNs, Issues, Transfers, Credits).
Enforce physical controls: locked cages, CCTV coverage, key registers.
Support internal and external audits with accurate records.

QUALIFICATIONS, SKILLS AND EXPERIENCE

2–4 years’ experience in hospitality inventory or multi-department stock management
Strong analytical and numerical ability
Experience with MyStock / MyInventory / POS systems (TallOrder or similar)
Ability to supervise and direct Storeman & Administrator functions
Strong understanding of hospitality operations (F&B, Housekeeping, Spa, Retail and OE’s)
High accuracy and disciplined follow-through
Ability to collaborate with HODs, Finance, Procurement & Group Inventory Management

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