Stock Controller & Costing Clerk

SUMMARY:
Stock Controller & Costing Clerk – Accurate Inventory and Vehicle Cost Management Specialist

POSITION INFO:

Job Description

The Stock, Costing & Parts Controller is responsible for the accurate control of stock, parts, and vehicle/job costing, ensuring all stock movements, labour, and parts are correctly recorded, costed, and processed in Pastel, while maintaining confidentiality and compliance with company procedures.

Key Responsibilities

Stock Control & Inventory Management

• Maintain accurate stock levels and take full responsibility for all stock in the Stock Room.

• Ensure the Stock Room is kept tidy, organised, and compliant with regulations.

• Conduct monthly stock takes.

• First check available stock before ordering any parts.

• Order parts using the relevant Sales Order number as the Supplier order reference.

• Buy stock at the best possible price and follow up on outstanding orders.

• Ensure there is always a Stock Controller present in the Stock Room.

• Identify slow-moving or dead stock and ensure it is not replaced.

Stock Processing & Documentation

• Book all parts in and out through Pastel.

• Create a Goods Received Note (GRN) for every part received.

• Only issue GRNs once parts have been physically received or their exact location is confirmed.

• Record the GRN number and Pastel part number on every Supplier Invoice.

• Keep Pastel updated immediately after receiving stock.

• Prepare Returns & Debits (R&Ds) for all parts to be credited and ensure supplier sign-off.

• Ensure credits are sent back daily.

Customer & Job-Specific Parts Handling

• Correctly label parts ordered for customers not yet bringing in vehicles, including:

  • Customer Account Number

  • Part Number

  • Supplier Invoice copy attached

• Notify customers when parts arrive and store parts in designated areas.

• Keep relevant staff informed on part order status.

Costing & Sales Order Control

• Perform accurate vehicle and job costing.

• Ensure all labour is booked to the correct account for parts fitted.

• Ensure all parts are booked to the correct account for labour performed.

• Book parts out using the correct part numbers.

• Write Customer Account Numbers and Sales Order Numbers on all applicable Supplier Invoices.

• Mark Supplier Invoices as completed once parts are booked out.

• Ensure all Sales Orders are checked and approved by management before invoicing.

Confidentiality & Compliance

• Treat all cost prices as strictly confidential.

• Maintain customer confidentiality at all times.

• Carry out all instructions, duties, and company-related requests from management to the best of your ability.

• Assist with both Stock Control and Costing Clerk duties as required.

• Acknowledge that the job description may change based on business needs.