ROLE PURPOSE
- 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 FOCUS AREAS
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
MAXIMISING YOUR IMPACT
- Demonstrate respect, care and consideration for others, embracing the spirit of Ubuntu and contributing positively to the team.
- Communicate openly, honestly and professionally, and be willing to both give and receive constructive feedback.
- Take ownership of your responsibilities, honour your commitments and see challenges through to resolution.
- Arrive prepared, organised and focused, consistently delivering work to a high standard with accuracy and attention to detail.
- Look, listen and take action by identifying opportunities to improve experiences, processes and outcomes.
- Proactively support colleagues and step in where help is needed to contribute to collective success.
- Remain adaptable, resilient and solution-oriented, embracing learning and new ways of doing things.
- Live the MORE brand by creating meaningful experiences for guests, colleagues and communities through professionalism, integrity and care.
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