Thabazimbi: Inventory Controller

About the Role

The Thabazimbi: Inventory Controller plays a critical role in ensuring the accurate management of inventory across all departments, maintaining compliance with Standard Operating Procedures (SOPs) and contributing to the overall success of the organization.

Key Responsibilities

• Oversee all daily stock movements across all departments
• Ensure full SOP compliance at all times
• Verify all transactions captured by the Inventory Administrator
• 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 & Sales), Gallery & Creative Lab, Retail, Spa
• 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
• 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 HODs
• 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

Requirements

• Grade 12
• A formal qualification
• At least 24 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 OEs)

Qualifications

• Formal education/certifications mentioned in original job description.