Admin Stock Controller

ENVIRONMENT:

A dynamic provider of innovative Software & Systems seeks a highly meticulous & proactive Admin Stock Controller whose core role will be to ensure the accuracy of the overall inventory management to internal and external customers. You will compile relevant, useful and accurate reports to customers in real-time based on the data provided by the Stock Controllers. You will also ensure the accuracy of the input of records of all stock movements constantly in adherence to company policies and procedures while assisting Stock Controllers with their tasks. The successful incumbent will require a suitable Diploma in Stock Control/Inventory Management/Logistics/Operations or Business Management with 5–7 years’ experience in Stock Control, Inventory Management or Asset Management, with demonstrated supervisory/coordination experience. You must also be skilled with MS Word, PowerPoint, Outlook, Excel, Granite and Pastel.

DUTIES:

Office Accountability, Security & Administration (25%) -

• Take daily accountability for opening and closing the Asset Management office in line with agreed operating and security procedures.
• Ensure the office is secured, locked and checked at the end of each working day, including designated stock/storage areas.
• Maintain daily office readiness, including access, keys, basic facilities, documentation, communications and operational support requirements.
• Monitor and control access to stock and office areas, escalating security concerns, losses or breaches immediately.
• Maintain office control records, checklists and registers and ensure required signoffs are completed accurately and on time.
• Coordinate general office support activities for the Asset Management team and ensure issues affecting operational continuity are followed through.
• Ensure visitors, contractors and internal stakeholders are appropriately managed within the office and stock-control environment.
• Identify operational and security risks within the office and recommend corrective actions to the Asset Management Supervisor.
• Office administration support, including consumables, asset management, internal marketing, office inspections, reporting, and onsite vendor coordination.

Stock Management & Inventory Control (40%) -

• Maintain overall accountability for the accuracy, availability and control of Asset Management stock within the assigned region.
• Oversee daily stock movements, receipts, issues, transfers, returns and system updates to ensure transactions are completed accurately and timeously.
• Ensure monthly stock takes, bakkie stock takes, reconciliations and site audits are completed in accordance with AM policy.
• Review stock variances, investigate discrepancies and ensure root causes and corrective actions are documented and closed.
• Ensure maintenance stock levels are appropriate for assigned customers and proactively identify shortages or excess stock.
• Oversee the management of faulty stock, repair vendors, written off and obsolete stock in accordance with policy.
• Ensure all open stock requests are monitored, accurately communicated and progressed to closure.
• Review stock-control reports and system data for accuracy before submission or escalation.
• Maintain effective stock-control discipline and ensure supporting documentation is complete and traceable.

Supervision of Stock Controller (15%) -

• Provide day-to-day operational direction and oversight to the Stock Controller.
• Allocate and prioritise stock-control activities and monitor completion against daily, weekly and monthly deadlines.
• Review the Stock Controller’s stock movements, reconciliations, reports and audit outputs for accuracy and compliance.
• Coach, mentor and support the Stock Controller, addressing performance gaps and reinforcing AM procedures.
• Conduct regular checks to ensure delegated activities are completed correctly and within agreed timelines.
• Act as the first escalation point for issues identified by the Stock Controller and escalate material risks to the Asset Management Supervisor.
• Ensure adequate task coverage and continuity when the Stock Controller is absent.

Projects, Office & Customer Support (10%) -

• Provide AM stock and office-support coordination for projects, ensuring stock checklists are completed from issue through close-off.
• Support internal and external customers with stock-related queries, handovers and documentation.
• Coordinate with Field Services, Supervisors, Team Leaders, Project teams and other stakeholders where stock or office support is required.
• Escalate project or customer issues that may affect stock availability, timelines, cost or operational delivery.
• Ensure internal handovers are complete, accurate and aligned to customer requirements.

Reporting, Compliance & Continuous Improvement (10%) -

• Ensure daily, weekly and monthly reports are accurate, complete and submitted within agreed deadlines.
• Maintain accurate open-call, stock, reconciliation and office-control reporting.
• Monitor compliance with AM policies and identify recurring control failures or process gaps.
• Prepare and present relevant operational information and recommendations to the Asset Management Supervisor.
• Identify opportunities to improve stock accuracy, office controls, security, service levels and operational efficiency.
• Support internal audits and ensure audit findings or corrective actions are tracked to closure.

REQUIREMENTS:

Qualifications –

• Relevant Diploma in Stock Control, Inventory Management, Logistics, Operations or Business Management.

Experience/Skills -

• Minimum 5–7 years’ experience in Stock Control, Inventory Management or Asset Management, with demonstrated supervisory/coordination experience.
• Experience overseeing staff and managing daily operational priorities.
• Computer Literate in MS Word, MS PowerPoint, MS Outlook, MS Excel, Granite, Pastel.
• Advanced inventory management and stock-control capability.
• Supervisory and staff-management capability.
• Strong office administration and operational coordination.
• Security, access and key-control awareness.
• Effective communication with Line Managers, Supervisors, Storemen, Stock Controllers, internal and external clients.
• Supplier and contractor management.
• Reporting, presentation and data-analysis skills.
• Problem solving, investigation and negotiation skills.
• Standby as per roster.
• Valid Driver’s License.
• Valid South African ID.
• No criminal record.

Advantageous –

• Experience with office administration, security/access controls and operational support.

ATTRIBUTES:

• Strong attention to detail and control discipline.
• Deadline-driven, organised and able to prioritise competing requirements.
• Ability to work independently and take ownership of operational accountability.
• Promote good working relations.
• Able to work under pressure.
• Honest, trustworthy and accountable.
• Self-motivated and confident.