Operations Controller at Sun International

Job Purpose

• The Operations Controller is responsible to audit the inventory and stock control processes, report on cost control analyses, highlight and manage areas of concern and make recommendations to improve operational stock and cost efficiencies with the ultimate objective of maximising revenues in line with Company policies and procedures and legislative requirements.

Key Performance Areas

Stock Audits

• Audit stock and inventory control in all revenue centers with emphasis on stock shortages; the accuracy of handover stock takes between shifts and adherence to stock rotation principles (such as FIFO)
• Monitor stock movements and create a system’s audit trail and accumulation of data for the production of daily reports and audit requisitions
• Capture all interdepartmental transfers (from revenue center to another)
• Audit accurate recording of current stock levels, IFS vs physical stock on hand
• Audit inventory record keeping making sure that it correlates 100% with source information
• Identify any issues in various outlets and escalate any inaccuracies with relevant manager
• Establish count and verification/audit teams (from finance) for every stock take making sure that all the inventory sites are counted at the set times
• Maintain schedules, and co-ordinate and keep records of all stock-takes
• Capture stock sheets and distribute variance reports to the department heads and demand accountability.
• Compute cost reports in the system and review results (with emphasis on completeness, accuracy, validity and cut off)
• Balance closing and opening stocks
• Accurately compute detailed theoretical cost of sales for all revenue centers
• Publish the cost reports and confirm the successful completion of cost of sales reporting procedures within 48hours of counting
• Evaluate the count results in conjunction with the verification checklists
• Investigate deviations or cost inefficiencies by working with the managers to understand reasons for variations
• Identify and escalate any non-adherence to internal controls or stock deviations, identifying possible reasons when results differ from anticipated results
• Make recommendation to management on potential solutions and enforce the implementation of those solutions.
• Compile the operations controller’s report detailing the inventory environment before, during and after the all stock takes; as well as audit results and recommendations.
• Develop inventory control models that promote lower cost of sales, shorter lead times and reduced stock losses
• Sign off all inventory write offs on complex by testing the reasonableness and accuracy of the proposed write-off

Stock Control Procedures & Governance

• Develop, update and communicate on stock control procedures and processes to be followed by all operational departments; including the safeguarding of stock against damage and loss.
• Monitor stock control standards, systems and processes and align practices with new legislative and company requirements
• Develop templates, checklists and tools in line with operational requirements
• Implement sufficient control measures & checks to mitigate any risk to the business and ensure data hygiene.
• Work with internal stakeholders to identify risk areas and address these including checking of payment method compliance.
• Review and report on access controls for stock on complex as per SOP, checking the key registers making sure there are no unauthorized persons accessing the keys where they are not authorized entry
• Audit operating functions against operational control procedures on inventory and stock control, (OE, OS, Food & Beverage, housekeeping, etc.) & other operational regulations
• Conduct CSA (control self-assessments) as per department procedures and policies providing immediate feedback
• Conduct walkabouts and monitor hygiene audits in back of house operational areas to check for a complete adherence to FCS standards. Gather evidence and report to the relevant functional manager of any non-conformance.

Cost Management

• Generate operational and inventory cost reports and revenue reports daily
• Check overhead costs (OE, OS ) and ensure that all departments are aware of deviations from standards and that any deviations are addressed with the functional managers
• Discuss and consult on remedial action with the Functional managers to ensure budgets and targets are achieved.
• Capture all new menu recipes and costing and updating old costing in IFS and liaise with the F&B Managers on the cost of the menus as per SOP.
• Liaise with F&B on the review of menus’ costs in comparison with the selling prices as per menu engineering in order to maintain the standard/budgeted cost of sales %age.
• Report daily on the balancing of the menu engineering sales mix (IFS sales figures balanced with My Micros) maintaining one on one links of PLU and the inventory parts or manufacturing structures, as well as any interface errors.
• Analyse cost and revenue per item to ensure non-profitable items are identified.
• Execute buffet costing for all buffet restaurants at least three times a week
• Advise on abnormal trends in consumption.
• Create and continuously review assortments for every department according to their menu ingredients (component parts) and check that there is no deviation from the assortment so that there is a correct inventory parts used in each recipe in theory (IFS) and physically
• Report on price changes or deviations during the receiving of goods and capturing invoice

Stock Record Management

• Act as the custodian of all inventory accounting records making sure that all source documents of inventory transactions are complete, guarded safely and can be retrieved with ease
• Accurately update stock records in the system and allocate costs to specific kitchens and outlets
• Maintain integrity of inventory and stock data in the Micros Symphony database in liaison with Head Office Hospitality Support IT
• Manual books must be registered and audited every day to make sure that all manual transactions are updated on IFS
• Manage business continuity plans when IFS and Symphony systems are offline making sure that the internal and external guests do not feel the impact. Implementing the relevant SOPs at the instant to make sure that the company does not lose revenue.
• Be the custodian of IFS supply chain systems and processes in the business unit, managing user rights and access controls, mapping of inventory parts to relevant sites,
• Report any technical system problems.
• Test the integrity of the system for completeness of all transactions (purchases, issues in/out) on complex with emphasis on cut off, accurate costs apportionment.
• Train and coach new users of IFS and to ensure the effective implementation of the system
• Monitor average price movements and investigate part history and report on any abnormal fluctuations
• Extract daily issues to revenue on F&B, OE and OS per outlet and populate the revenue reports daily

People Supervision 

• Supervise staff conditions of employment, e.g. attendance, absenteeism, leave, adherence to policies and procedures
• Identification of employee training needs
• Perform on the job training and coaching to close developmental gaps and build succession for a talent pipeline within the outlet
• Performance contracting, reviews and development
• Assist in providing resources and removing obstacles  to performance
• Onboarding of new staff members

Client Engagement

• Maintain a good working relationship with all operational departments
• Liaise with Chefs, Floor and Outlet Managers with regards their requirements as well as new products, discontinued products, and any other relevant info with regards stock.

Job Requirements

Education

• Grade 12
• 2-Year Diploma in cost management, stock control and / or procurement 

Experience

• 2-5 years’ experience in a similar position in cost control or operations control 
• Experience / exposure to the hospitality industry would be an advantage

Work conditions and special requirements

• May be required to work nightshifts and weekends in line with operational requirements

Skills and Knowledge

• Operational Product knowledge (F&B, Housekeeping, Operating supplies & equipment)
• Cost control
• Stock control procedures
• SHE legislative requirements
• English Written and verbal communication skills
• Numerical skills
• Pricing, product analysis
• Vendor Relationships
• Proficient computer skills (MS Office; Micros, IFS)