Assistant Manager Stores

JOB DESCRIPTION:

Position Title: Assistant Manager Stores

Department: Stores / Materials Management

JOB SUMMARY:

Responsible for managing the end-to-end stores and inventory operations, ensuring timely availability, proper storage, accurate inventory records, cost control, and efficient material movement. The role will ensure smooth supply of materials to Lounges, Transit Hotel, F&B, Engineering, Housekeeping, and other operational functions while maintaining appropriate inventory controls and compliance with company standards.

KEY DUTIES & RESPONSIBILITIES:

1. Stores & Inventory Management

• Manage day-to-day stores operations, including receiving, inspection, storage, issue, and movement of materials.
• Ensure all materials are received as per approved purchase orders and required specifications.
• Maintain accurate stock records and ensure proper documentation for all inward and outward movements.
• Ensure optimum inventory levels and prevent overstocking, stock-outs, wastage, and pilferage.
• Conduct regular physical stock verification and reconcile discrepancies with system records.
• Ensure proper identification, labelling, segregation, and storage of materials.

2. Material Planning & Availability

• Coordinate with Operations, F&B, Engineering, Housekeeping, Procurement, and other departments to understand material requirements.
• Monitor consumption patterns and maintain appropriate minimum and maximum stock levels.
• Ensure timely availability of operational and non-operational materials.
• Identify slow-moving, non-moving, excess, and obsolete inventory and recommend appropriate action.
• Support forecasting and material planning based on operational requirements.

3. Receiving & Issuing of Materials

• Supervise the receipt of materials and verify quantity, quality, specifications, and supporting documents.
• Ensure materials are properly inspected and recorded before acceptance.
• Control material issuance against approved requisitions and ensure proper authorization.
• Maintain records of material returns, transfers, damages, and shortages.
• Ensure proper FIFO / FEFO practices wherever applicable, particularly for food and perishable items.

4. F&B & Perishable Inventory

• Monitor inventory of food, beverages, consumables, and other F&B-related materials.
• Ensure proper storage conditions, shelf-life monitoring, and rotation of perishable items.
• Monitor expiry dates and minimize wastage and product loss.
• Coordinate with F&B and Culinary teams to ensure uninterrupted availability of required materials.
• Ensure compliance with applicable food safety and hygiene requirements for storage areas.

5. Cost Control & Inventory Optimization

• Monitor inventory value and identify opportunities to reduce inventory carrying costs.
• Support cost-control initiatives through effective stock management and consumption monitoring.
• Analyse material consumption and identify unusual variances or potential wastage.
• Ensure proper controls to minimize material losses, damages, and pilferage.
• Support Procurement and Finance teams in inventory valuation and reconciliation.

6. Systems, Documentation & MIS

• Ensure timely and accurate updating of all inventory transactions in the ERP / inventory management system.
• Maintain proper documentation for GRNs, material requisitions, issue notes, stock transfers, returns, and other stores transactions.
• Prepare regular MIS reports covering stock position, consumption, inventory ageing, slow-moving items, shortages, and variances.
• Ensure inventory records are accurate and available for audit and management review.

7. Vendor & Procurement Coordination

• Coordinate with Procurement and suppliers to ensure timely delivery of materials.
• Highlight delays, shortages, quality issues, and discrepancies in received materials.
• Support the evaluation of supplier performance from a stores and material availability perspective.
• Coordinate with Procurement for replacement or return of damaged, incorrect, or rejected materials.

8. Team Management & Compliance

• Supervise and guide the Stores team to ensure efficient day-to-day operations.
• Allocate responsibilities and monitor team performance and productivity.
• Train team members on stores procedures, inventory controls, safety, hygiene, and documentation.
• Ensure compliance with BASL policies, financial controls, audit requirements, and airport operational standards.
• Maintain a clean, safe, organized, and secure stores environment.
• Ensure compliance with applicable airport security and access control requirements.

JOB REQUIREMENTS

• Bachelors Degree / Diploma in Materials Management, Supply Chain, Logistics, Hotel Management, or a related field.
• 5-8 years of experience in Stores, Inventory, Materials Management, or Supply Chain.
• Experience in luxury hotels, airport hospitality, hotels, restaurants, or large-scale F&B operations is preferred.
• Strong experience in inventory control, material receiving, stock reconciliation, and stores operations.
• Knowledge of FIFO / FEFO, inventory ageing, stock audits, material planning, and cost control.
• Experience working with ERP / inventory management systems.
• Strong analytical, organizational, and coordination skills.
• Good knowledge of inventory documentation, internal controls, and audit requirements.
• Ability to work in a fast-paced, 24/7 airport hospitality environment.
• Strong team management and interpersonal skills.