Storekeeper

Job Summary

• The Storekeeper is responsible for receiving, storing, issuing, and monitoring all goods and supplies used in the hotel. These include food items, beverages, cleaning materials, toiletries, stationery, maintenance supplies, and other operational materials.
• The role ensures accurate inventory records, proper storage, prevention of stock losses, and timely issuance of supplies to authorized departments in accordance with the hotel's policies and procedures.

Key Responsibilities

Receiving and Inspection of Goods:

• Receive all supplies delivered to the hotel and verify them against approved purchase orders, delivery notes, and invoices.
• Inspect goods for quantity, quality, condition, expiry dates, and compliance with specifications.
• Report shortages, damaged goods, expired products, and discrepancies to the appropriate department.
• Ensure that all received items are properly documented before being accepted into the store.
• Obtain the necessary authorization for the return or rejection of substandard goods.

Stock Management and Inventory Control:

• Maintain accurate and up-to-date records of all items received, issued, and remaining in stock.
• Monitor stock levels and notify management when items reach their reorder levels.
• Conduct routine physical stock counts and reconcile the results with inventory records.
• Investigate and report stock discrepancies, losses, and unexplained variances.
• Ensure that stock is issued only to authorized personnel upon presentation of approved requisitions.
• Maintain minimum and maximum stock levels to prevent shortages and overstocking.
• Apply the First-In, First-Out (FIFO) or First-Expired, First-Out (FEFO) principle, as appropriate.

Storage and Preservation of Goods:

• Ensure that all items are properly arranged, labelled, and stored in their designated locations.
• Maintain appropriate storage conditions for food items, beverages, chemicals, cleaning materials, and other supplies.
• Ensure that perishable goods are stored at the required temperatures and monitored appropriately.
• Separate food items from chemicals and other potentially hazardous materials.
• Keep the store clean, organized, dry, secure, and free from pests.
• Monitor expiry dates and promptly report slow-moving, damaged, or obsolete stock.

Issuance of Supplies:

• Issue goods to authorized departments based on approved requisition forms.
• Ensure that all issued items are accurately recorded and acknowledged by the receiving department.
• Maintain proper documentation for all stock movements.
• Ensure that food and beverage supplies are issued in line with approved departmental requirements.
• Prevent unauthorized withdrawals and misuse of hotel property.

Documentation and Reporting:

• Maintain stock cards, bin cards, goods received notes, store requisitions, and issue vouchers.
• Prepare daily, weekly, and monthly stock reports as required.
• Submit inventory reports to the Chief Accountant, Procurement Manager, or General Manager.
• Maintain accurate records of stock balances, damaged items, expired goods, and stock adjustments.
• Ensure that all store transactions are supported by appropriate documentation.
• Assist the accounts and internal audit departments during stock verification and inventory audits.

Cost Control and Loss Prevention:

• Monitor stock consumption and identify unusual usage patterns.
• Minimize wastage, pilferage, spoilage, and unnecessary stock accumulation.
• Ensure that stock adjustments are properly authorized and documented.
• Safeguard hotel supplies against theft, damage, misuse, and unauthorized access.
• Report suspected fraud, stock manipulation, or irregularities to management promptly.
• Support management in controlling inventory costs and improving operational efficiency.

Coordination and Communication:

• Work closely with the Procurement, Accounts, Kitchen, Food and Beverage, Housekeeping, Maintenance, and Front Office departments.
• Respond promptly to approved departmental requests for supplies.
• Communicate stock shortages and urgent supply requirements to the relevant officers.
• Assist with stock planning based on occupancy levels, events, and departmental consumption.
• Maintain professional relationships with suppliers and delivery personnel.

Key Performance Indicators (KPIs)

• Accuracy of stock records and inventory balances.
• Timely receipt and issuance of supplies.
• Reduction in stock losses, wastage, and expiry-related losses.
• Accuracy and completeness of inventory documentation.
• Compliance with stocktaking and reporting schedules.
• Proper storage, cleanliness, and security of the store.
• Timely identification and reporting of low-stock items.
• Compliance with approved stock issuance procedures.
• Effective coordination with hotel departments.
• Audit results and resolution of stock discrepancies.

Qualifications and Requirements

• Candidates should possess an OND or HND in Purchasing and Supply, Accounting, Business Administration, Logistics, or a related field.
• A certificate in inventory management, stores management, or supply chain management will be an added advantage.
• At least 2 - 3 years of relevant experience in storekeeping, inventory control, or warehouse operations, preferably in a hotel or hospitality establishment.
• Good knowledge of stock management, record-keeping, and inventory control procedures.
• Basic computer skills, particularly Microsoft Excel and inventory management software.
• Strong numerical, organizational, and communication skills.
• High level of honesty, integrity, accountability, and attention to detail.
• Ability to work under pressure and maintain accurate records.

Required Skills and Competencies:

• Inventory and stock control management.
• Record-keeping and basic accounting knowledge.
• Numerical accuracy and attention to detail.
• Computer literacy and spreadsheet skills.
• Organization and time management.
• Honesty, integrity, and accountability.
• Communication and interpersonal skills.
• Problem-solving and analytical abilities.
• Knowledge of food storage and hygiene standards.
• Ability to work independently and as part of a team.

Working Conditions:

• The Storekeeper will work within the hotel's stores and inventory areas. The role may require occasional lifting and movement of supplies, routine stocktaking outside normal working hours, and coordination with departments during busy periods, weekends, and public holidays.