Stock Controller Assistant

Full Job Description:

Stock Controller Assistant

Role/Job Summary

We are actively searching for a highly organized, meticulous, and proactive Stock Controller Assistant to become a valuable member of our dynamic team. This pivotal role will provide essential support to our overarching Business Support and Asset Management departments. The core responsibility of this position will be to meticulously manage and oversee all aspects of monthly stock control operations, alongside the precise tracking of daily stock movements across our diverse network of regions throughout South Africa. The ideal candidate will be instrumental in ensuring the utmost accuracy of our stock levels at all times and will play a critical role in facilitating seamless and efficient integration between our customer support platform, Freshdesk, and our enterprise resource planning (ERP) system, Palladium. This role is perfect for someone who thrives in a fast-paced environment and possesses a keen eye for detail, ensuring operational excellence and contributing directly to our supply chain efficiency.

Key Responsibilities

The Stock Controller Assistant will be entrusted with a comprehensive set of responsibilities crucial to maintaining optimal inventory health and supporting our operational goals:

• Inventory Monitoring and Management: Proactively monitor and meticulously maintain accurate stock levels within the company’s Enterprise Resource Planning (ERP) system. This includes continuously tracking inventory quantities, identifying trends, and promptly flagging any items reaching critical low inventory thresholds to prevent stockouts and ensure continuous product availability. This proactive approach is vital for smooth operations and customer satisfaction.
• Physical Stock Verification and Reconciliation: Regularly conduct thorough physical stock checks across various locations. This involves diligently counting, verifying, and meticulously comparing physical inventory with system records. Furthermore, a critical aspect of this responsibility will be to meticulously investigate and reconcile any discrepancies found, identifying root causes, and implementing corrective actions to ensure data integrity and prevent future inaccuracies.
• Real-Time Stock Movement Processing: Accurately process all stock movements – including receipts, issues, transfers, and returns – within the ERP system. This must be done in real-time, based on validated inventory data, to ensure that the system always reflects the most current and accurate stock position. Precision in this area is paramount for effective planning and decision-making.
• Inter-Departmental Coordination: Actively coordinate all stock control activities with relevant stakeholders, including store personnel, warehouse teams, and the asset management department. This involves effective communication, scheduling, and problem-solving to ensure smooth stock flow and address any inventory-related challenges promptly and efficiently.
• Replenishment Order Support: Provide comprehensive support in the process of placing replenishment orders. This includes identifying items requiring reordering based on stock levels and reorder points, preparing necessary documentation, and liaising with procurement teams to ensure timely and adequate stock replenishment.
• Stock Storage and Organization: Support and ensure adherence to best practices for stock storage processes. This involves assisting with the proper organization, categorization, and precise labeling of all stock items to facilitate easy identification, retrieval, and minimize handling errors. A well-organized warehouse is a cornerstone of efficient stock management.
• Freshdesk Integration and Data Consistency: Take responsibility for updating stock quantities within the ERP system based on information or requests received through the Freshdesk ticketing system. This ensures consistency between our customer support platform and our core inventory management system, enabling accurate customer service responses and operational planning.

Minimum Requirements

To be considered for this vital role, candidates must meet the following foundational criteria:

• Educational Qualification: Possession of a Matric / Grade 12 qualification is the fundamental educational prerequisite for this position, demonstrating a basic level of academic aptitude.
• Relevant Experience: A minimum of 1 year of hands-on experience in a similar stock control, inventory management, or warehouse support role is essential. This experience should ideally demonstrate exposure to inventory tracking, physical stock counts, and the use of relevant software.

Technical Competencies

The successful candidate will demonstrate proficiency in the following technical areas:

• Microsoft Office Suite Proficiency: Advanced proficiency in the Microsoft Office Suite is mandatory, particularly with:
  • Outlook: For professional communication and calendar management.
  • Word: For generating reports and documentation.
  • Excel: For complex data analysis, spreadsheet management, inventory tracking, and reporting. The ability to create pivot tables, use advanced formulas, and present data clearly will be highly valued.
• Stock Management Systems Experience: Demonstrated experience working with stock management systems and ERP solutions is critical. Specific prior exposure to Palladium as an ERP system will be considered a significant advantage, indicating a shorter learning curve and immediate productivity.
• Freshdesk Familiarity: A working familiarity with Freshdesk or similar customer support ticketing systems is required, as this role involves direct interaction and data synchronization with this platform.

Behavioural Competencies

Beyond technical skills, we are seeking an individual who embodies the following key behavioural attributes:

• Strong Communication Skills: Exceptional verbal and written communication skills are paramount for effective interaction with colleagues, suppliers, and various internal departments. The ability to convey information clearly, concisely, and professionally is essential.
• Independent and Collaborative Work Ethic: The ability to work both autonomously, taking initiative and ownership of tasks, and as an integral, supportive member of a diverse team. This involves knowing when to seek help and when to drive projects forward independently.
• Proactive and Initiative-Taking: A natural inclination to anticipate needs, identify potential issues before they escalate, and take decisive action without constant supervision. We value individuals who are problem-solvers and actively seek ways to improve processes.
• Comfort in Warehouse Environments: The candidate must be comfortable and able to perform duties effectively within a dynamic warehouse environment, which may involve varying temperatures, noise levels, and physical activity.
• High Attention to Detail: An exceptional and unwavering commitment to accuracy and precision in all tasks. This is critical for maintaining accurate stock records, reconciling discrepancies, and ensuring the integrity of our inventory data. A keen eye for even the smallest details will be crucial to success in this role.

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