Inventory Controller

Purpose of the Role

The Inventory Controller manages, controls, and maintains accurate and compliant end-to-end inventory processes across the property. This role ensures integrity over stock movement, consumption, valuation, wastage, variances, internal controls, and month-end reporting.

The position covers all stock-holding departments, including:

• Beverage
• Housekeeping (Amenities & Cleaning)
• Galleries & Creative Lab (Retail, Art, Curated Product)
• Kitchen (Food & Cleaning Products)
• Spa (Retail & Professional Products)
• Medication & First Aid Stock
• Stationery (Branded Collateral & Other)
• Operational Equipment (OE) per department

The Inventory Controller is the custodian of inventory accuracy at property level and ensures that all data fed to the Financial Manager and Support Office is complete, accurate, and audit-ready.

KEY RESPONSIBILITIES

Inventory Governance & Daily Controls

• Oversee all daily stock movements across all departments.
• Ensure full SOP compliance at all times.
  • Verify all transactions captured by the Inventory Administrator, including:
  • Purchase Orders
  • GRNs
  • Transfers (Internal & External)
  • Wastage /Write Off
  • Credit
  • Issues / Consumption
  • Master Data Updates
  • Reject and correct inaccuracies before daily cut-off.
  • Ensure item categorisation (UOM, Cost, VAT rules) aligns with Group standards.

Sales vs Consumption Reconciliation (High-Risk Areas)

• Reconcile POS sales vs inventory depletion for:

• Bar (Minibar, Game Drive & Incl Sales)
• Gallery & Creative Lab Retail
• Spa Retail

• Validate recipe-linked items for correct depletion (cocktails, pouring).
• Investigate all consumption discrepancies same-day.
• Enforce “no replenishment without reconciliation” per SOP.

Transfers, Issues, Wastage & Credit Management

• Verify all transfers include:

• Correct documentation
• Signatures

• Matched values

• Ensure all departmental issues are supported by usage sheets.
• Validate all wastage entries and ensure proper authorisation.
• Confirm supplier credits are correctly raised and reconciled.

Purchase Order Controls & Budget Alignment

• Validate purchasing requests against: Department budgets
• Approved PAR levels
• Min/Max or ROP settings
• Confirm all POs use correct item codes, UOM, supplier, price, and delivery details.
• Notify Group Inventory Manager of unusual changes or irregularities.

Receiving, Storage & Storeroom Integrity (via Storeman)

Oversight of:

• GRN accuracy and 3-way matching (PO → Delivery Note → Invoice)
• FIFO rotation & expiry control
• Chemical segregation & OE protection
• Storeroom access control & key registers
• Weekly storeroom housekeeping & safety audits

Note: The Storeman executes physical tasks; the Inventory Controller verifies compliance.

Cycle Counts & Full Stock Counts

• Lead mid-month and month-end counts.
• Ensure blind counts for high-risk items (Beverage, Food, Gallery Retail & Housekeeping Amenities & Cleaning).
• Investigate variances using movement logs, POS data, GRNs, and usage patterns.
• Ensure all variances are fully explained and approved.

Month-End Process & Reporting

• Manage Month End Process for all inventory locations in co-operation with all HOD’s

• Compile month-end reporting pack including:
• Opening & closing balances
• Purchases
• Issues & transfers
• Wastage
• Sales vs consumption summaries
• Variance reports
• Count sheets
• Compile an Inventory Workbook.
• Obtain final sign-off from Finance & the Group Inventory Manager.

Master Data, Pricing & System Integrity

• Maintain accurate item master data in MyStock / MyInventory /Sage Inventory
• Submit item creation/change requests via approved workflow.
• Ensure selling prices comply with margin policy.

Risk, Compliance & Audit Controls

• Maintain separation of duties across request → capture → approval → issue.
• Keep complete digital document trails (POs, GRNs, Issues, Transfers, Credits).
• Enforce physical controls: locked cages, CCTV coverage, key registers.
• Support internal and external audits with accurate records.

QUALIFICATIONS, SKILLS AND EXPERIENCE

• 2-4 years’ experience in hospitality inventory or multi-department stock management
• Strong analytical and numerical ability
• Experience with MyStock / MyInventory / POS systems (TallOrder or similar)
• Ability to supervise and direct Storeman & Administrator functions
• Strong understanding of hospitality operations (F&B, Housekeeping, Spa, Retail and OE’s)
• High accuracy and disciplined follow-through
• Ability to collaborate with HODs, Finance, Procurement & Group Inventory Management