Stock Controller

SUMMARY:
A Stock Controller in a five-star boutique hotel is responsible for managing stock across the hotel's departments, ensuring that goods are received, stored, recorded and issued correctly. The role helps control costs, prevent losses, reduce wastage and ensure that hotel staff always have the supplies needed to deliver excellent guest service.
The responsibilities below are consistent with a luxury-hotel Stock Controller vacancy advertised for Simon’s Town and other South African hospitality roles.

1. Duties and responsibilities

• Stock control: Manage inventory for food, beverages, housekeeping supplies, cleaning materials, guest amenities and maintenance items.
• Receiving deliveries: Check incoming goods against purchase orders, invoices and delivery notes to confirm quantities, quality and prices.
• Stocktaking: Conduct daily spot checks and scheduled weekly or monthly stock counts.
• Recordkeeping: Capture all stock receipts, issues, transfers, returns and adjustments accurately in the inventory system.
• Stock issuing: Issue approved stock to the kitchen, restaurant, bar, housekeeping and other hotel departments.
• Stock rotation: Apply the FIFO (First In, First Out) principle and monitor expiry dates to prevent spoilage and wastage.
• Inventory monitoring: Maintain minimum and maximum stock levels and identify items that need replenishment.
• Purchasing and ordering: Prepare stock requisitions, assist with purchase orders and liaise with approved suppliers.
• Cost control: Monitor consumption, investigate unusual usage and help reduce unnecessary expenditure.
• Stock reconciliation: Compare physical stock with system records and investigate shortages, overages and discrepancies.
• Supplier management: Follow up on outstanding deliveries, incorrect orders, damaged goods and supplier credits.
• Storage management: Keep storerooms clean, organised, secure and properly labelled.
• Food safety: Ensure food and beverages are stored at appropriate temperatures and that hygiene standards are maintained.
• Reporting: Prepare stock reports, variance reports, usage reports and month-end stocktake documentation.
• Loss prevention: Monitor high-value items, including liquor and other controlled stock, and report suspected losses or irregularities.
• Departmental coordination: Work closely with the Executive Chef, Food and Beverage Manager, Housekeeping Manager, Purchasing Department and Finance Manager.
• Auditing: Maintain accurate documentation and support internal and external stock audits.

POSITION INFO:
Qualifications and requirements

• Education: Grade 12 (Matric) certificate.
• Experience: Approximately 2–3 years of stock control experience in a hotel, lodge, restaurant or similar hospitality environment. Some luxury properties may require more experience.
• Hospitality experience: Previous experience in a four- or five-star establishment is highly advantageous.
• Computer literacy: Good knowledge of Microsoft Excel, spreadsheets and inventory management systems.
• Stock management: Practical experience with stocktaking, receiving, issuing, ordering and reconciliation.
• Numerical ability: Strong calculation skills and the ability to identify discrepancies accurately.
• Cost control: Understanding of food and beverage costing, stock usage, wastage and budget control.
• Administrative skills: Ability to maintain purchase orders, invoices, delivery notes and stock records.
• Supplier communication: Ability to communicate professionally with suppliers and internal departments.
• Integrity: High levels of honesty, confidentiality and accountability when handling hotel inventory.
• Physical fitness: Ability to receive, move and organise stock deliveries when required.
• Availability: Willingness to work flexible hours, weekends and public holidays when operationally necessary.