Assistant Inventory Manager

Job Responsibilities:

A. INVENTORY CONTROL & ACCURACY

Assist in managing daily inventory control activities and ensure stock records in the ERP / Warehouse Management System (WMS) are accurate, complete and updated on a timely basis. Monitor inventory movements, receipts, issues, transfers, returns, adjustments and other stock transactions to ensure proper system recording and supporting documentation. Conduct regular cycle counts and stock checks to verify that physical inventory matches system balances. Investigate inventory discrepancies, stock variances and unexplained movements, identify root causes and follow through on corrective actions with the relevant departments. Monitor inventory accuracy trends and recurring discrepancies, and recommend practical measures to strengthen inventory controls and reduce stock losses. Monitor slow-moving, ageing, short-dated, damaged and obsolete inventory and coordinate timely follow-up actions with relevant stakeholders. Ensure proper stock rotation based on FIFO / FEFO principles, where applicable, particularly for perishable and date-sensitive products. Maintain proper inventory records and audit trails for stock adjustments, write-offs, transfers and other inventory transactions.

B. WAREHOUSE STOCK CONTROL & MOVEMENT

Support the Logistics Manager in coordinating inventory-related warehouse activities, including receiving, put-away, picking, stock transfers and dispatch. Ensure goods are properly labelled, identified, stored, segregated and organised according to product, temperature and handling requirements. Monitor stock movements between warehouse locations, departments and business units to ensure accurate transfer and location records. Coordinate with relevant teams on stock availability, shortages, discrepancies, urgent requirements and inventory constraints that may affect operations or customer fulfilment. Ensure damaged, rejected, expired, quarantined or non-conforming products are appropriately segregated, controlled and recorded. Support good warehouse housekeeping and stock organisation to improve inventory visibility, accessibility and count accuracy. Escalate material stock control issues, recurring discrepancies or operational risks to the Inventory Manager for timely resolution.

C. THIRD-PARTY / CUSTOMER-OWNED STOCK MANAGEMENT

Manage third-party and customer-owned stock held in the warehouse, maintain accurate inventory records, and ensure all receipts, stock movements, storage locations and dispatches are fully recorded and reconciled against physical stock and system balances. Ensure third-party stock is clearly identified, appropriately segregated and stored in designated locations with proper ownership, lot / batch, expiry and location records, where applicable. Ensure receipts, put-away, movements, picking, dispatches, returns, transfers, adjustments and other transactions involving third-party stock are accurately and promptly recorded in the ERP / WMS or agreed inventory records. Conduct regular cycle counts and reconciliations of third-party stock and ensure physical balances agree with system records and, where applicable, records provided to the stock owner / customer. Investigate third-party stock discrepancies and variances promptly, identify root causes, maintain supporting documentation and coordinate corrective actions with relevant internal stakeholders and the third-party stock owner / customer. Ensure third-party stock is not released, transferred, adjusted, written off or disposed of without the required documentation and appropriate authorisation. Handle enquiries and requests from external customers relating to inventory balances, stock availability, stock movements, deliveries, discrepancies and other inventory-related matters, providing timely and accurate updates. Maintain good working relationships with external customers and coordinate with internal departments to resolve customer enquiries, stock-related issues and requests in a professional and timely manner. Prepare and provide third-party inventory statements, stock reports and reconciliation information as required, and maintain a complete audit trail for all stock movements and adjustments.

D. STOCK TAKE, RECONCILIATION & AUDIT

Coordinate and participate in annual stock counts in accordance with company requirements. Prepare stock count documentation, reconciliation reports and variance analysis following physical stock counts. Investigate significant stock count variances and work with the relevant departments to determine root causes and corrective actions. Ensure inventory adjustments and write-offs are appropriately supported, authorised, documented and accurately reflected in the system. Support internal and external audits by providing inventory records, reconciliation schedules and supporting documentation. Ensure inventory records and supporting documents are maintained in an organised and audit-ready manner.

E. INVENTORY REPORTING & CONTINUOUS IMPROVEMENT

Prepare regular inventory reports covering stock balances, variances, adjustments, ageing, slow-moving items, short-dated stock, stock loss and other inventory-related matters. Monitor and analyse inventory data to identify recurring discrepancies, stock control weaknesses and operational issues requiring attention. Support the preparation and tracking of inventory KPIs and management reports. Assist in monitoring inventory-related losses, wastage and costs and highlight significant exceptions for management review. Recommend process improvements to enhance inventory accuracy, transaction discipline, stock visibility and warehouse efficiency. Support improvements to ERP / WMS inventory processes, reporting and controls to strengthen operational effectiveness.

F. TEAM SUPERVISION & OPERATIONAL SUPPORT

Assist in supervising and guiding inventory employees in their daily duties and inventory control activities. Allocate work and monitor staff productivity to ensure operational and stock control requirements are met. Provide guidance to employees on inventory procedures, stock handling, cycle counting, documentation and system transactions. Monitor team compliance with company policies, warehouse procedures, inventory controls and workplace safety requirements. Support the Logistics Manager in staff training, performance monitoring and manpower planning. Promote accountability, accuracy and timely completion of inventory-related tasks across the team.

G. FOOD SAFETY, PRODUCT INTEGRITY & COMPLIANCE

Ensure inventory and warehouse stock-control activities comply with applicable food safety, hygiene, workplace safety and company requirements. Ensure temperature-sensitive and perishable products are stored and handled under the appropriate conditions. Work closely with Quality Assurance on damaged, rejected, expired, quarantined or other quality-related stock issues.

Job Requirements:

• Diploma/Degree in Logistics, Supply Chain, Warehouse Management or related field.
• Minimum 5 years of relevant experience in inventory or warehouse management, preferably in food/FMCG or cold-chain industries.
• Strong knowledge of inventory control, stock reconciliation, cycle counts, FIFO/FEFO and stock-taking.
• Experience with ERP/WMS systems and inventory reporting.
• Experience managing third-party/customer-owned stock is an advantage.
• Good analytical, problem-solving and communication skills with strong attention to detail.
• Experience in team supervision and staff development.
• Good knowledge of food safety, warehouse safety and product handling requirements.
• Proficient in Microsoft Office, particularly Excel.
• Able to work independently in a fast-paced warehouse environment and manage multiple priorities.