Head Store Coordinator

Scraped from: Afriworket

Job description

Job Description Core Operational Objectives • Enforce Strict Asset Custodianship: Maintain complete accountability and physical control over all company property, tools, raw materials, and completed builds. • Serve as the sole gateway to storage areas to prevent unauthorized component swapping or parts stripping from showroom models • Provide the finance department with accurate, machine-level raw material and component consumption records. • Keep stock levels of critical components within safe margins to prevent assembly delays due to stockouts. • Preserve Inventory Value: Store all raw metals, electrical inputs, and chemicals according to safety guidelines to prevent environmental damage or rust. • Ensure that no machine leaves company grounds without proper administrative, financial, and technical sign-offs. Receiving & Quality Control Duties • supervise the safe unloading and physical intake of all incoming raw materials and components. • Verify Specifications: Measure, count, weigh, and verify all incoming inventory against the corresponding Purchase Orders (PO) or packing lists. • Perform Baseline Quality Audits: Inspect incoming deliveries for physical damage, dimension variances, or technical defects before acceptance. • Execute the Goods Received Note (GRN): Issue sequential, carbon-copied GRNs to formally acknowledge and log accepted goods into the warehouse. • Document and Flag Shortages: Prepare immediate written discrepancy reports for procurement when deliveries do not match the PO. • Manage Supplier Reconciliations: Maintain and file weekly GRN logs for the accounting department to streamline vendor invoice clearances. Inventory Management & Production Flow Duties • Enforce the SIV Release Gate: Issue raw materials, steel, and components only upon receipt of an authorized, signed Store Issue Voucher (SIV). • Maintain Accurate Build-to-Order Tracking: Link every issued component (such as motors or controllers) to a specific machine build serial number on the SIV. • Maintain Physical Bin Cards: Update handwritten Bin Cards directly on warehouse shelves immediately after any stock movement. • Manage Daily Digital Records: Log all GRNs and SIVs into the central digital inventory database (Excel or basic ERP) by the end of each business day. • Lead Physical Audits: Run weekly physical stock counts on high-value parts (VFDs, motors, copper wiring) to reconcile ledger discrepancies. • Monitor Safety Stock Thresholds: Flag low stock levels to procurement when key components drop near minimum inventory lines. Sales Handover & Compliance Control Duties • Supervise the movement of fully assembled machines into the secure dispatch area. • Reconcile delivery requests with the customer sales office to verify that final payments have cleared. • Perform Pre-Dispatch Verifications: Cross-reference physical machine serial numbers and included accessories against the signed contract. • Execute Technical Acceptance Forms (TAF): Coordinate with the lead technician and the client to secure signatures on the TAF before release. • Manage Gate Passes: Issue standard, signed gate passes and transport documents to the delivery driver. • Compile Delivery Reports: Submit weekly handover reports to management to confirm successful deliveries and support receivable collections. Practical Skills & Technical Competencies • Document Management: Practical knowledge of warehouse document workflows (GRNs, SIVs, Bin Cards, and Stock Reports). • BOM Interpretations: Ability to read, interpret, and track inventory against standard machine Bills of Materials (BOM). • Preventative Warehouse Care: Basic understanding of storage safety standards, heavy material handling, and rust-prevention practices. Required Education & Experience Educational Degree : First Degree (BA/BSc) in Logistics and Supply Chain Management, Management, Accounting, or a related field. 3 to 5 years of active, hands-on warehouse or store management experience. Relevant Sector Background : Prior experience working within an assembly plant, metal fabrication workshop, or industrial machinery factory. Audit and Ledger Experience Local Logistics Knowledge : Solid understanding of local raw material sourcing, supplier networks, and workshop delivery procedures.