Stock Controller

SUMMARY:
Position Overview
The Stock Controller is responsible for managing, monitoring, and controlling all inventory within the lodge to ensure the efficient operation of the Food & Beverage, Housekeeping, Maintenance, Spa, and other operational departments. The role focuses on maintaining accurate stock records, minimising losses, ensuring timely procurement, and supporting departmental cost controls while upholding the high standards expected in a luxury 5-star environment.
Key Duties & Responsibilities
Inventory Management

• Receive, inspect, and verify all incoming stock deliveries against purchase orders and delivery notes.
• Ensure all stock is accurately captured into the inventory management system.
• Monitor stock levels across all departments.
• Maintain minimum and maximum stock levels.
• Ensure proper storage and rotation of stock using FIFO (First In, First Out).
• Monitor expiry dates and prevent obsolete or expired stock.

• Conduct daily, weekly, and monthly stock counts.
• Perform spot checks on high-value inventory items.
• Investigate stock discrepancies and variances.
• Prepare stock variance reports for management.
• Monitor stock movements between departments.
• Ensure accurate issue and return of stock.

• Assist with preparing purchase requisitions.
• Liaise with suppliers regarding deliveries and shortages.
• Follow up on outstanding orders.
• Compare supplier invoices against purchase orders and delivery notes.
• Ensure all procurement follows company purchasing procedures.

• Monitor food, beverage, wine, and bar stock.
• Control beverage and wine cellar inventory.
• Ensure portion control systems are followed.
• Assist with food and beverage cost management.
• Monitor breakages and wastage.

• Control housekeeping linen, guest amenities, cleaning chemicals, and consumables.
• Monitor uniforms and staff equipment.
• Maintain stock levels for guest room supplies.
• Track laundry and linen usage.

• Manage engineering and maintenance inventory.
• Control spare parts, tools, and maintenance consumables.
• Ensure critical items are always available.

• Assist with month-end stock valuations.
• Prepare inventory reports for Finance.
• Monitor inventory costs and identify cost-saving opportunities.
• Ensure compliance with budget targets.
• Support financial audits.

• Maintain accurate inventory records.
• Update stock management systems daily.
• File supplier invoices, delivery notes, and stock documentation.
• Generate stock movement and consumption reports.
• Maintain stock registers and inventory databases.

• Ensure compliance with company stock control procedures.
• Follow HACCP and food safety standards.
• Ensure secure storage of high-value stock.
• Maintain accurate audit trails.
• Comply with health and safety regulations.

• Work closely with the Finance, Procurement, Food & Beverage, Housekeeping, Spa, and Maintenance departments.
• Train staff on stock control procedures where required.

POSITION INFO:
Minimum Qualifications Grade 12 (Matric). Diploma or Certificate in Inventory Management, Logistics, Supply Chain, Hospitality Management, Finance, or a related field. Food Safety\/HACCP certification is advantageous. Valid driver's licence is advantageous. Experience Required 3-5 years' experience as a Stock Controller, Inventory Controller, or Stores Controller. Previous experience in a 4- or 5-star hotel, luxury lodge, or hospitality environment is highly preferred. Experience controlling food, beverage, housekeeping, and maintenance stock. Experience with stock audits and inventory reconciliations. Experience working with hospitality inventory management systems. Knowledge & Skills Strong inventory and stock control knowledge. Excellent numerical and analytical skills. Strong attention to detail and accuracy. Understanding of purchasing procedures. Knowledge of FIFO inventory management. Knowledge of food cost and beverage cost controls. Computer literacy (Microsoft Excel, Word, Outlook). Experience using inventory and ERP systems such as PlusPoint, Procure, Materials Control, SAP, or Pastel Evolution. Good communication and interpersonal skills. Strong organisational and time management skills. Ability to work independently and meet deadlines. Personal Attributes Honest and trustworthy. High level of integrity and accountability. Detail-oriented and methodical. Well organised and efficient. Reliable and dependable. Proactive with strong problem-solving abilities. Able to work under pressure. Team player with a positive attitude. Flexible to work weekends, public holidays, and shifts when required. Key Performance Indicators (KPIs) Inventory accuracy percentage. Stock variance within approved limits. Timely completion of stock counts. Reduction in stock losses, wastage, and shrinkage. Accuracy of stock reports and reconciliations. On-time processing of deliveries and stock issues. Compliance with stock control procedures. Food and beverage cost performance. Audit compliance and inventory audit results. Supplier delivery accuracy and turnaround times. Effective maintenance of minimum and maximum stock levels.