Inventory Admin

Job Overview

The Inventory Admin is responsible for maintaining accurate inventory records, processing inventory documentation, monitoring stock movements, and supporting the Company's inventory control and reporting processes. The position ensures that all inventory transactions are properly recorded, documented, and coordinated with relevant departments.

Key Responsibilities

A. Inventory Administration

• Maintain and update inventory records in the Company's system or inventory tracking files.
• Record all incoming, outgoing, transferred, returned, and adjusted inventory.
• Ensure inventory data is accurate, complete, and updated on a timely basis.
• Maintain proper filing of inventory-related documents.

B. Receiving & Issuing Documentation

• Verify receiving documents against Purchase Orders, Delivery Notes, and invoices.
• Prepare and process Goods Receiving Notes and inventory receiving records.
• Ensure all stock movements have proper authorization and supporting documents.

C. Stock Monitoring & Reconciliation

• Monitor stock balances and identify low-stock, excess-stock, or unusual stock movements.
• Reconcile physical stock with system records.
• Investigate discrepancies and report findings to the Supervisor.
• Assist in monitoring damaged, expired, missing, or obsolete items.

D. Reporting

• Prepare stock movement and consumption reports.
• Provide inventory data to Finance, Purchasing, and Management.
• Assist in preparing inventory valuation and reconciliation reports.

E. Coordination

• Coordinate with Purchasing regarding purchase orders and pending deliveries.
• Coordinate with Finance regarding invoices, receiving records, and inventory discrepancies.
• Coordinate with operational departments regarding stock requests and consumption.
• Communicate with Storekeeper/Warehouse Staff to ensure inventory records match physical stock.

F. Internal Control

• Ensure all inventory transactions comply with Company procedures.
• Maintain confidentiality of inventory and purchasing information.
• Report unusual transactions, discrepancies, losses, or suspected misuse to the Supervisor.

Qualifications

• Minimum SMA/SMK or Diploma in Administration, Accounting, Logistics, or a related field.
• Minimum 1–2 years of experience in inventory administration, warehouse administration, purchasing administration, or a similar position.
• Experience in hotel, resort, restaurant, dive center, or hospitality operations is an advantage.
• Good knowledge of Microsoft Excel/Google Sheets/IOS Numbers
• Experience with inventory or accounting systems is an advantage.
• Good administrative and organizational skills.
• High attention to detail and accuracy.

Work Location: In person