Stores Administrator

Job Summary

The Stores Administrator is responsible for ensuring accurate, timely, and complete recording of all inventory transactions while maintaining the integrity of stock records across the company's site stores. The role oversees inventory receipts, stock issuance, procurement coordination, stock reconciliations, fuel and workshop records, and compliance with procurement and inventory procedures.

By maintaining accurate inventory data within the Zoho Inventory Management System, the Stores Administrator supports operational efficiency, cost control, and informed business decision-making.

Responsibilities

Record and verify all inventory receipts, ensuring deliveries match approved purchase orders and supplier documentation. Process and maintain accurate records of all stock issues, returns, transfers, and inventory adjustments in the Zoho Inventory Management System. Coordinate procurement workflows, including requisition processing, purchase order preparation, supplier quotation coordination, and approval tracking.

Monitor inventory levels and reconcile physical stock with system records, investigating and resolving stock discrepancies. Maintain workshop job cards, vehicle maintenance records, fuel logs, and odometer readings to support fleet operations. Track and control the issuance of fuel, diesel, balloon gas, and other operational consumables while ensuring proper authorization and documentation.

Ensure compliance with company procurement, inventory, and financial control procedures by maintaining complete audit trails and accurate documentation. Support internal and external audits by preparing inventory records, procurement documents, and stock reports. Maintain organized filing systems for goods received notes, invoices, requisitions, purchase orders, and other inventory-related documents.

Perform any other duties assigned by management to support operational and administrative requirements.

Requirements

Diploma or Bachelor's Degree in Accounting, Finance, or a related field. At least 1 year of experience in inventory, stores administration, accounting, or a related role. Experience using inventory management systems (preferably Zoho Inventory), accounting software, and Microsoft Excel. Strong attention to detail with excellent accuracy in data entry and record management.

High level of integrity, accountability, and professionalism. Strong organizational and time management skills. Good communication and interpersonal skills. Ability to maintain accurate inventory records and work effectively within established procurement and internal control procedures.