Stock Controller / Warehouse Administrator

Role Purpose:

The Stock Controller / Warehouse Administrator is responsible for maintaining accurate stock records across Premier Exports’ warehouses and third-party storage facilities.

The role supports goods-in, picking, dispatch and stock-transfer activities by ensuring all physical stock movements are recorded accurately in SAP, supported by the required documentation and communicated promptly to the relevant departments.

The successful candidate will also assist with stock reconciliation, batch and expiry-date control, damages, customer claims, pallet management and daily warehouse administration. The role includes supporting Health and Safety, Fire Safety, pest-control and facilities procedures.

A high level of accuracy, organisation and communication is essential because stock information is used by Sales, Buying, Logistics, Accounts and Operations to make purchasing, order-fulfilment and customer-delivery decisions.

Key Responsibilities:

Goods-In and Stock Receipts

• Process all goods received into SAP on the day of arrival.
• Check supplier delivery notes against purchase orders and the physical stock received.
• Confirm product codes, descriptions, quantities, pack sizes, batch information and expiry dates.
• Ensure delivery documentation is signed, dated and filed against the correct purchase order.
• Record any shortages, over-deliveries, damages, incorrect products or short-dated stock.
• Obtain photographs and supporting evidence for delivery discrepancies.
• Ensure damaged, unidentified, rejected or non-conforming stock is clearly identified and placed in the appropriate quarantine area.
• Do not release quarantined stock without management authorisation.
• Notify Buying, Accounts and Operations promptly of goods-in discrepancies.
• Follow up on missing paperwork or information before completing the stock receipt where appropriate.
• Escalate any receipt that cannot be processed accurately within the required deadline.

Stock Control and SAP Administration

• Maintain accurate stock quantities, batch information, expiry dates and storage locations within SAP.
• Record all authorised stock receipts, issues, transfers, returns, adjustments and write-offs promptly.
• Ensure physical stock is recorded against the correct warehouse or third-party storage location.
• Reconcile SAP stock against warehouse records and physical counts.
• Investigate stock variances and provide supporting evidence before requesting an adjustment.
• Ensure stock adjustments are approved by the authorised manager before processing.
• Carry out regular cycle counts and support full stocktakes.
• Maintain a stock-variance tracker showing the cause, value, corrective action and resolution.
• Identify recurring stock discrepancies and report trends to the Warehouse or Operations Manager.
• Support accurate stock allocation across Premier Exports’ warehouses and third-party facilities.
• Ensure stock movements between locations are supported by transfer documentation and recorded promptly.
• Respond to stock-related queries from Sales, Buying, Logistics, Accounts and Operations.

Batch, Expiry and FMCG Stock Control

• Maintain accurate batch and expiry-date records for FMCG products.
• Support First Expired, First Out stock rotation where applicable.
• Identify short-dated, expired or potentially unsaleable stock.
• Provide regular reports on short-dated and ageing stock.
• Notify Buying, Sales and Operations of stock approaching its minimum acceptable shelf life.
• Check that stock requiring temperature-controlled storage is allocated to an appropriate location.
• Report any temperature, storage or product-condition concern immediately.
• Assist with isolating stock subject to investigation, recall, damage or customer complaint.
• Maintain a clear record of quarantined, held, released and disposed stock.
• Ensure expired or damaged stock is not returned to available inventory without approval.

Picking and Order Administration

• Receive and maintain completed pick lists and supporting warehouse documentation.
• Check that pick lists are completed, signed and returned by the responsible warehouse employee.
• Review picked quantities, product descriptions, pallet details and reported out-of-stock items.
• Ensure stock shortages, substitutions and discrepancies are communicated promptly.
• Update or scan completed pick lists to the Sales team within agreed timescales.
• Support investigation of picking errors, missing stock and order discrepancies.
• Maintain clear records of order changes and authorised stock reallocations.
• Confirm that stock used for customer orders has been deducted from the correct SAP location.
• Escalate any issue that may affect order completion or the agreed loading date.

Goods-Out and Dispatch Documentation

• Review loading photographs against approved pick and loading lists.
• Check that photographs provide clear evidence of the products, pallet quantities and loading activity.
• Confirm that loading documents are complete, signed and linked to the correct sales order or shipment.
• Verify dispatched quantities against SAP and the approved loading information.
• Report discrepancies before the vehicle or container is released wherever possible.
• Forward approved loading documents and photographs to Accounts on the day of dispatch.
• Maintain records of vehicle details, container numbers, seal numbers and dispatch times where applicable.
• Retain loading lists, photographs, delivery notes and other supporting evidence.
• Ensure Sales, Logistics and Accounts receive confirmation when loading is complete.
• Support the investigation of customer claims relating to shortages, damages or incorrect goods.

Damages, Returns and Write-Offs

• Maintain accurate records of damaged, returned, quarantined and written-off stock.
• Ensure damages are reported using the Company’s internal damages procedure.
• Obtain photographs, quantities, product codes, values and explanations for reported damages.
• Confirm damaged stock is clearly identified and separated from saleable stock.
• Support supplier, carrier, warehouse or insurance claims where appropriate.
• Monitor outstanding replacements, credits and claim outcomes.
• Process authorised returns and write-offs accurately in SAP.
• Report repeated damages, handling issues or storage problems to management.
• Support corrective actions intended to reduce damage and operational waste.

Pallet Control

• Arrange and monitor collections and returns of CHEP, LPR, Euro, white and other pallets.
• Maintain accurate pallet balances by supplier, customer, carrier and storage location.
• Check pallet collection and delivery documents.
• Follow up overdue pallet collections and unresolved balance discrepancies.
• Report potential pallet charges or losses to management.
• Ensure pallet movements are recorded and supporting documents are retained.
• Coordinate pallet requirements with Warehouse, Buying and Logistics.

Warehouse Administration and Communication

• Monitor the department email inbox and ensure enquiries are acknowledged and actioned promptly.
• Provide timely stock, receipt, picking and dispatch updates to internal departments.
• Maintain live operational trackers and ensure information remains current.
• Communicate stock shortages, receipt delays, discrepancies and order risks immediately.
• Ensure Buying and Accounts receive accurate goods-received and discrepancy information.
• Ensure Sales receives prompt updates on picking progress, shortages and completed orders.
• Ensure Logistics receives accurate loading, pallet, weight and dispatch information.
• Maintain clear written records of instructions, approvals and operational decisions.
• Prepare reports and information for warehouse and operational meetings.
• Follow up assigned actions within agreed deadlines.

Health & Safety

• Maintain a strong focus on health and safety at all times.
• Follow and promote company H&S policies and procedures.
• Report hazards, incidents, near misses and unsafe practices promptly.
• Ensure stock control activities are carried out safely within a busy warehouse environment.
• Support good housekeeping standards and ensure warehouse areas remain clean, organised and safe.
• Carry out required health and safety testing and maintain accurate records.
• Ensure relevant H&S records are kept up to date and available for inspection.
• Challenge unsafe behaviour where appropriate and escalate concerns to management.

About You

The successful candidate will ideally have:

• Previous experience in stock control, inventory management or a warehouse environment, preferably within FMCG.
• Strong attention to detail and a methodical approach to work.
• Good numerical and analytical skills.
• The ability to investigate discrepancies and identify the root cause of stock issues.
• Good IT skills and experience using warehouse management or stock-control systems.
• The ability to work independently while also being a strong team player.
• Good communication skills and the confidence to challenge discrepancies or unsafe practices.
• A flexible and practical approach to working in a fast-paced environment.
• The ability to prioritise tasks and work effectively under pressure.
• A strong commitment to health, safety and maintaining high warehouse standards.

Pay: £28,000.00-£32,000.00 per year

Benefits:

• Company pension

Experience:

• stock control and inventory management: 3 years (preferred)

Location:

• Luton LU1 (required)

Work Location: In person