Inventory / Stock

Minimum Qualifications and Experience:

• Grade 12 (Matric) or equivalent qualification.

• Approximately five years' experience in an administrative, finance support or bookkeeping environment.

• Demonstrated experience performing reconciliations and investigating variances.

• Previous exposure to inventory, warehouse or stock administration will be advantageous.

• Sound working knowledge of the Microsoft Office Suite, with strong Excel skills.

• Experience using Syspro or a similar ERP system will be advantageous.

Main Duties/Key Results Areas:

Inventory Administration:

• Process inventory transactions including Goods Received Notes (GRNs), stock transfers and inventory adjustments within the ERP system.

• Maintain accurate inventory records across company systems and supporting documentation.

• Capture, validate and confirm inventory transactions in accordance with company procedures.

• Support the effective administration of inventory movement throughout the business.

Inventory Reconciliations

• Perform routine reconciliations of cold store inventory reports and identify discrepancies.

• Investigate reconciling items and assist in resolving inventory variances.

• Monitor outstanding documentation required from external cold storage facilities.

• Ensure inventory balances remain accurate through regular verification activities.

Inventory Costing

• Update inventory costing information on a scheduled basis.

• Review inventory costs to ensure they remain accurate, reasonable and aligned with company standards.

• Escalate any significant costing discrepancies for further investigation.

Reporting

• Prepare accurate daily and weekly inventory movement reports.

• Maintain inventory spreadsheets and support management reporting requirements.

• Provide reliable inventory information to assist operational decision-making.

Stakeholder Support

• Respond professionally to inventory-related queries from internal departments and external cold storage providers.

• Build and maintain effective working relationships with internal stakeholders and service providers.

• Escalate unresolved matters to the appropriate Manager or Financial Controller where necessary.

System Administration:

• Utilize company inventory systems to capture information, confirm transactions, update costs, reconcile stock balances, and manage stock reservations.

• Ensure all system transactions are completed accurately and within agreed timeframes.

• Support continuous improvements in inventory administration processes.

• All and any other related duties as expected by the Employer from time to time.

General:

• Undertake additional tasks as assigned by your manager or Director, in alignment with the skills and experience required for the role.

• Ensure the health, safety, and well-being of yourself and others, always adhering to all Health and Safety regulations.

• Maintain strict confidentiality regarding all sensitive information obtained during employment, sharing it only with individuals authorized to receive it in an official capacity.

• Abide by all policies and procedures.

• Take on any other responsibilities as necessary to support the evolving needs of the role and the organization, acknowledging the need for flexibility in a dynamic workplace.

• Contribute to a workplace that values diversity, equity, and inclusion, fostering a positive and supportive environment for all employees.

• All employees are encouraged to actively pursue their professional development by continuously seeking opportunities to upskill and expand their knowledge within the organization. This commitment to learning and growth is essential for staying ahead in an ever-evolving import and export industry and ensuring both personal and organizational success. Employees are supported in pursuing relevant training, certifications, and educational opportunities that enhance their skills and expertise.

Soft Skills

• Strong administrative and organizational abilities.

• Excellent attention to detail with a commitment to accuracy.

• The ability to plan, priorities and manage multiple tasks effectively.

• Sound analytical and problem-solving skills.

• The ability to work independently while contributing positively within a team environment.

• Professional verbal and written communication skills.

• Confidence in building productive relationships with internal departments and external service providers.

• A proactive approach to following up on outstanding matters and meeting deadlines.

• Professional telephone and email communication etiquette.

• High levels of integrity, accountability and confidentiality.