Inventory Clerk

WESTERN COLLEGES INC.

JOB DESCRIPTION – INVENTORY CLERK

Position Title: Inventory Clerk
Department: Administration / Property and Supply Management
Reports To: Administrative Head or Inventory Control Officer
Employment Status: Full-Time
Work Location: Western Colleges Inc., Naic, Cavite

I. Job Summary

The Inventory Clerk is responsible for maintaining accurate records of school supplies, equipment, furniture, uniforms, bookstore merchandise, and other institutional properties.

The position ensures proper receiving, storage, issuance, monitoring, and documentation of inventory to support efficient school operations, minimize losses, and maintain accountability for institutional resources.

II. Duties and Responsibilities

A. Inventory Recording and Monitoring

1. Maintain updated inventory records of school supplies, equipment, furniture, and merchandise.

2. Record all incoming and outgoing inventory transactions.

3. Monitor stock levels and report items requiring replenishment.

4. Update inventory records using Excel or the school’s inventory management system.

5. Assist in maintaining accurate records of school assets.

B. Receiving and Inspection

1. Receive supplies and equipment delivered by suppliers.

2. Verify quantities and descriptions against approved purchase orders and delivery receipts.

3. Inspect deliveries for visible damage, shortages, or discrepancies.

4. Report discrepancies to the Administrative Head or Procurement Office.

5. Prepare receiving reports and maintain supporting documents.

C. Issuance and Distribution

1. Release supplies and materials only upon approved requests.

2. Maintain records of items issued to departments, faculty, and staff.

3. Obtain acknowledgment signatures from receiving personnel.

4. Monitor returned, transferred, or damaged equipment.

5. Ensure all inventory movements are properly documented.

D. Physical Inventory and Asset Monitoring

1. Assist in monthly inventory checks and periodic physical counts.

2. Help tag and identify school equipment and furniture.

3. Maintain records of assigned equipment by department.

4. Report missing, damaged, obsolete, or unserviceable items.

5. Assist in the annual school-wide physical inventory.

E. Storage and Organization

1. Maintain an organized, clean, and secure inventory storage area.

2. Arrange supplies according to category and frequency of use.

3. Follow proper storage procedures for sensitive or valuable items.

4. Apply first-in, first-out procedures when appropriate.

5. Help prevent inventory deterioration, wastage, and loss.

F. Reporting and Documentation

1. Prepare weekly stock monitoring updates.

2. Submit monthly inventory movement and balance reports.

3. Maintain receiving reports, issuance forms, and stock cards.

4. Assist Accounting in reconciling inventory records.

5. Provide documentation for internal audits and accreditation requirements.

III. Minimum Qualifications

Education

● Graduate of a bachelor’s degree in Business Administration, Accounting, Office Administration, Logistics, or a related field.

● Relevant experience may be considered for applicants with other educational backgrounds.

Experience

● Preferably at least one year of inventory, warehouse, stockroom, or administrative experience.

● Fresh graduates with strong organizational and computer skills may apply.

Required Skills

● Proficient in Microsoft Excel and basic computer applications.

● Strong organizational and recordkeeping skills.

● Attention to detail and accuracy.

● Basic numerical and reporting skills.

● Good communication and coordination skills.

● Honest, dependable, and capable of handling confidential institutional records.

Pay: Php13,000.00 - Php15,000.00 per month

Work Location: In person