Inventory Clerk

Our client, an upmarket hotel and conference center in Pretoria is looking for an Inventory Clerk to join their dynamic team.

JOB DESCRIPTION /

PURPOSE:

To manage, monitor, and maintain the hotel's inventory levels in accordance with procurement procedures, ensuring the accurate recording, safekeeping, and availability of all goods, materials, and supplies required for the efficient and cost-effective operation of the property.

• Maintain and control all inventory items to ensure accuracy and accountability.
• Responsible for printing and managing daily expected Deliveries.
• Responsible for receiving all invoices from suppliers into the purchasing system (Wanama or equivalent).
• Assist with bi-monthly and monthly stock count processes for all inventory items. This includes preparation for counts, printing of stock sheets, input of closing stock quantities and counting designated storage areas.
• Coordinate the timely and correct receiving, storing, and issuing of goods.
• Align inventory management practices with budgeting, cost containment, and purchasing strategies.
• Provide transparent and accurate stock information to assist with forecasting and procurement planning.
• Support compliance with health, safety, hygiene, and internal audit standards.
• Minimise losses through tight control of shrinkage, spoilage, and obsolete stock.

MAIN

DUTIES & RESPONSIBILITIES:

Inventory control and record-keeping

• Record all inventory transactions accurately in the system (receipts, issues, adjustments, transfers).
• Maintain all stock ledgers, item master lists, and location codes within the inventory software.
• Carry out daily, weekly, and monthly physical stock counts, reconciling with system balances.
• Investigate and report discrepancies between physical and system stock levels immediately.
• Maintain updated par levels and reorder points to prevent stockouts and overstocking.
• Invoice data entry from suppliers with 100% accuracy verification.
• Processing of supplier credit requests with supporting documentation.

Receiving and verification

• Receive all incoming goods, ensuring quality, quantity, and condition meet purchase order specifications.
• Check delivery notes, invoices, and purchase orders for accuracy; report discrepancies or damages promptly.
• Ensure all items are properly labelled and logged upon receipt.
• Liaise with suppliers and procurement for returns, replacements, or credits as necessary.

Storage and issuing

• Store goods systematically according to category, temperature, and safety standards.
• Maintain cleanliness and organisation of storerooms, ensuring easy access and compliance with hygiene standards.
• Apply FIFO (First-In, First-Out) and FEFO (First-Expired, First-Out) methods for perishable and non-perishable items.
• Ensure controlled access to storerooms and track all inventory issued to departments through approved requisitions.
• Monitor expiry dates and rotate items to avoid wastage.

Reporting and analysis

• Prepare daily consumption and variance reports for the Procurement Manager.
• Submit monthly stock valuation and reconciliation reports to Accounts and Management.
• Assist with budget preparation by providing data on consumption trends and usage patterns.
• Compile reports on slow-moving, excessive, or obsolete stock for review.

Compliance and audit

• Enforce adherence to hotel policies, internal controls, and procurement procedures.
• Assist internal and external auditors with stock verification and documentation.
• Implement and maintain record-retention protocols for invoices, receipts, and requisitions.
• Uphold safety, food handling, and environmental regulations in storage areas.

Coordination and communication

• Liaise with Kitchen, Housekeeping, Maintenance, and F&B departments regarding stock requirements.
• Communicate promptly with Procurement Manager about shortages, overages, or item performance.
• Support new initiatives and system upgrades as directed.
• Train colleagues or assistants in basic inventory handling and system updates when required.
• Maintain equipment, scales, trolleys, and storage infrastructure in good operation.
• Participate in monthly and annual stock audits and assist with continuous improvement initiatives.
• Perform any other reasonable duties related to inventory and procurement as assigned by management.
• Daily printing and management of expected delivery schedules.

EDUCATIONAL REQUIREMENTS:

• National Senior Certificate (Matric) or equivalent (Essential)
• Diploma or certificate in Supply Chain Management, Inventory Control, or Procurement preferred
• Additional training in ERP…