Inventory Controller

SUMMARY:
A 5-star boutique hotel is on the search for an INVENTORY CONTROLLER.

POSITION INFO:
This refined boutique hospitality brand is known for combining heritage charm, contemporary luxury, and highly personalised guest experiences in the heart of Cape Town’s vibrant cultural scene. They are looking for a meticulous and analytically minded professional who can confidently manage inventory controls across multiple departments, ensuring accuracy, compliance, and seamless operational support within a fast-paced luxury environment.

Candidate Responsibilities:

• 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.

• 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.

• 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.

• 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.

• 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

• 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.

• 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.

• 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.

• 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.