Key Responsibilities1. Inventory Management and Control
Maintain accurate inventory records across the storeroom, office, consignment locations, and other designated stock locations.
Monitor inventory levels and coordinate timely stock replenishment to prevent stock shortages or overstocking.
Conduct regular cycle counts, stock counts, and inventory reconciliations, and investigate any stock discrepancies.
Prepare stock adjustment documentation for approved returns, write-offs, damages, expired items, and inventory variances.
Coordinate stock transfers between locations and ensure all transfers are properly recorded and acknowledged.
Organise and maintain proper housekeeping, labelling, storage arrangements, and space planning within the storeroom.
Ensure inventory is stored safely and in accordance with applicable product-handling requirements.
Prepare and coordinate stock picking, packing, and replenishment requests in a timely and accurate manner.
Monitor packaging-material inventory and arrange replenishment to prevent out-of-stock situations.
Identify slow-moving, ageing, obsolete, or damaged inventory and prepare reports and recommendations for management.
Support the development and implementation of inventory-control procedures and standard operating procedures.
2. Purchasing and Supplier Coordination
Prepare, issue, and track purchase orders to suppliers based on approved purchasing requirements.
Ensure purchase orders contain accurate product descriptions, quantities, prices, delivery dates, and agreed terms.
Liaise with suppliers and vendors regarding order confirmation, production status, delivery schedules, shortages, and shipment delays.
Follow up on outstanding purchase orders and escalate significant delays or discrepancies to management.
Maintain complete and organised records of purchase orders, supplier quotations, delivery schedules, and related correspondence.
Assist in sourcing products, packaging materials, services, and operational supplies when required.
Support price comparisons, supplier evaluations, and cost-saving initiatives.
Monitor supplier delivery performance, product quality, responsiveness, and compliance with agreed terms.
Coordinate with the Finance team on supplier invoices, purchase-order discrepancies, credit notes, and supporting documentation.
3. Goods Receiving and Documentation
Review Goods Received Notes against purchase orders, delivery orders, supplier invoices, and actual goods received.
Verify the quantity, condition, specifications, batch information, and quality of received goods.
Record and report shortages, excess quantities, damages, incorrect items, or quality issues.
Coordinate with suppliers and relevant internal departments to resolve receiving discrepancies.
Ensure received inventory is properly recorded in the relevant inventory or accounting system within the required timeline.
Maintain complete records of purchase orders, delivery orders, Goods Received Notes, invoices, stock-transfer documents, and other supporting documentation.
Ensure proper segregation of duties and approval processes are followed for purchasing, receiving, stock adjustments, and payments.
4. Consignment and Wholesale Operations
Prepare monthly consignment sales and inventory reports based on sales information submitted by consignees.
Reconcile reported consignment sales against inventory movements, stock balances, returns, and supporting documents.
Calculate amounts payable or billable based on the agreed consignment terms.
Follow up with consignees on late, incomplete, or inaccurate sales and stock reports.
Coordinate consignment stock replenishment, returns, transfers, and stock counts.
Maintain updated records of stock held at each consignee location.
Support wholesale order processing, stock allocation, fulfilment, delivery coordination, and documentation.
Assist in resolving discrepancies relating to wholesale orders, deliveries, pricing, and inventory.
5. Logistics, Import and Export Coordination
Coordinate inbound and outbound deliveries with suppliers, transporters, courier companies, freight forwarders, and internal teams.
Prepare and manage the documentation required for local deliveries, import shipments, and export shipments.
Ensure shipping documents are complete and provided to logistics providers and customs agents within the required timeline.
Monitor shipment status and provide timely updates to relevant stakeholders.
Assist in resolving customs-clearance issues, shipment delays, damaged shipments, and incomplete documentation.
Maintain proper records of shipping documents, tracking details, freight charges, permits, and customs-related documentation.
Review logistics and delivery arrangements to identify opportunities for cost savings and operational improvements.
6. Operations and Office Administration
Support daily operational and office-administration activities.
Maintain and replenish office supplies, operational materials, and pantry supplies.
Coordinate equipment servicing, repair, and maintenance when required.
Manage document collection, filing, record keeping, sample deliveries, and courier arrangements for management and operational teams.
Maintain proper physical and digital filing systems for operational documents.
Coordinate service providers, office vendors, and building-management matters where applicable.
Provide administrative support to operational teams and management.
Ensure operational documents are retained in accordance with company policies and applicable record-retention requirements.
7. Reporting, Systems and Process Improvement
Prepare regular inventory, purchasing, receiving, consignment, stock-discrepancy, and operational reports for management.
Maintain accurate and timely data in the company's inventory, accounting, ERP, or operational systems.
Track relevant operational key performance indicators, including inventory accuracy, stock discrepancies, fulfilment timelines, supplier lead times, and outstanding purchase orders.
Analyse recurring operational issues and recommend corrective or preventive actions.
Review existing workflows and propose improvements to increase efficiency, accuracy, cost control, and accountability.
Develop, update, and maintain standard operating procedures, work instructions, templates, and checklists.
Support system implementation, inventory-system improvements, and process-automation initiatives.
Assist management with operational planning, stock forecasting, budgeting, and resource requirements.
8. Leadership and Cross-Functional Coordination
Coordinate and prioritise the daily tasks of inventory and operations support staff, where applicable.
Provide guidance and training to team members on inventory procedures, documentation, stock handling, and operational controls.
Ensure assigned tasks are completed accurately and within the required timeline.
Work closely with Finance, Sales, E-commerce, Retail, Warehouse, Marketing, and Management to support operational requirements.
Escalate material inventory discrepancies, supplier issues, delivery delays, and operational risks to management.
Act as the main operational point of contact for inventory, purchasing, receiving, consignment, and logistics-related matters.
Support management in implementing company policies, internal controls, and operational improvements.
9. Compliance and General Responsibilities
Ensure inventory, purchasing, receiving, and logistics activities comply with company policies and approval procedures.
Maintain the confidentiality and accuracy of company, supplier, customer, and inventory information.
Support internal and external audits by providing the required records and explanations.
Ensure safe working practices are followed when handling, moving, and storing inventory.
Carry out any other duties and responsibilities assigned by the superior or management from time to time.
Requirements
Diploma or Degree in Supply Chain Management, Logistics, Business Administration, Operations Management, Accounting, or a related field.
Experience in Beauty & Skincare Retail is an added advantage.
At least 3 to 5 years of relevant experience in inventory management, purchasing, logistics, warehouse operations, or office administration.
Prior experience supervising staff, coordinating operational workflows, or leading inventory-related activities is preferred.
Strong knowledge of purchase orders, Goods Received Notes, stock transfers, inventory reconciliation, and consignment reporting.
Strong knowledge in Microsoft Excel and familiar with inventory, accounting, ERP, or warehouse-management systems.
Strong attention to detail, numerical accuracy, organisational ability, and document-control skills.
Able to investigate discrepancies, solve operational issues, and follow through on corrective actions.
Strong communication and coordination skills when dealing with suppliers, consignees, logistics providers, and internal departments.
Able to manage multiple priorities and work independently with minimal supervision.
Familiarity with import and export documentation, customs requirements, and logistics coordination would be an advantage.
