Position Overview
We are seeking highly motivated, detail-oriented, and independent finance personnel who will be working out of our warehouses to join our team. This unique role serves as a crucial link between our Operations, Finance, and Administration departments. You will be responsible for end-to-end store management, ensuring inventory accuracy through regular cycle counts, and facilitating a smooth and timely invoice validation and submission process.
Key Responsibilities :
1. Store and Inventory Management :
- Oversee the receiving, inspection, storage, and dispatch of all materials, equipment, and finished goods.
- Maintain accurate and up-to-date records of all inventory movements using our ERP/inventory management system.
- Implement and manage an efficient warehouse layout to ensure optimal space utilization and easy access to stock.
- Conduct and lead regular cycle counts and periodic physical stock verification exercises.
- Investigate and resolve any stock discrepancies in a timely manner, reporting findings to management.
- Ensure proper handling and storage of materials to prevent damage, spoilage, or obsolescence.
- Report any exceptional events / items in the store to warehouse manager and finance manager
2. Invoice Validation and Financial Coordination :
- Receive and meticulously validate supplier invoices against Purchase Orders (POs) and Goods Receipt Notes (GRNs).
- Verify the accuracy of invoiced quantities, specifications, and pricing, flagging any discrepancies for resolution.
- Verify the accuracy of attendance registers, trip sheets, job work sheets and other related input documents such that they are consistent with the service invoices which have been raised.
- Liaise directly with the procurement, operations and finance teams to resolve issues related to incorrect invoicing or material delivery.
- Prepare documentation and formally submit validated invoices to the Finance department for payment processing, ensuring all deadlines are met.
- Maintain a clear and organized record of all submitted and pending invoices, and track their payment status.
3. Inter - departmental Coordination :
- Act as the central point of contact for all matters concerning warehouse stock and related invoices.
- Effectively coordinate with the Operations team to understand their material requirements and ensure timely availability.
- Communicate proactively with the Finance team to provide clarity on invoices and support the accounts payable process.
- Collaborate with the Administration team on logistics, vendor management, and facility upkeep.
- Generate and circulate regular reports on stock levels, inventory aging, consumption patterns, and invoice status to relevant stakeholders.
- Manage documentation for compliance and internal/external audits.
