Store Inventory Specialist

Private Advertiser; Taguig; On-site; PHP 260,000 - 380,000; Full time

Job summary

Private Advertiser is seeking a Store Inventory Specialist to maintain accurate inventory records, monitor movements, conduct counts, reconcile records, and prepare related reports. You will work with Kitchen, Bar, Purchasing, Finance, and Operations to ensure proper documentation and strong inventory controls across food, beverage, and operating supplies.

The role emphasizes accurate documentation, cost control, and collaboration with multiple departments to support inventory integrity and

Responsibilities

• Maintain accurate and up-to-date inventory records for food, beverages, operating supplies, and other inventory items.
• Monitor inventory movements, balances, adjustments, transfers, wastage, breakages, and other inventory-related transactions.
• Review inventory transactions for completeness, accuracy, and proper supporting documentation.
• Regularly compare physical inventory quantities against system or accounting records.
• Identify and investigate inventory discrepancies, unusual movements, and abnormal consumption patterns.
• Maintain proper documentation and audit trails for inventory transactions and adjustments.
• Monitor inventory trends and identify slow-moving, fast-moving, excess, obsolete, damaged, or expired inventory.
• Assist management in strengthening inventory controls, procedures, and accountability.
• Conduct or participate in daily, weekly, monthly, and periodic physical inventory counts as required by management.
• Coordinate inventory count schedules with relevant departments.
• Ensure inventory count sheets and supporting documents are complete and accurate.
• Reconcile physical inventory results against inventory system or accounting balances.
• Identify shortages, overages, and other inventory variances.
• Investigate the possible causes of inventory discrepancies in coordination with the relevant department.
• Prepare inventory reconciliation schedules and variance reports.
• Ensure inventory adjustments are properly supported, reviewed, and authorized before recording.
• Participate in month-end and year-end inventory procedures.
• Analyze inventory usage, consumption patterns, wastage, spoilage, breakages, and inventory variances.
• Monitor unusual or excessive inventory consumption and report significant findings to management.
• Assist Finance in analyzing food cost, beverage cost, and other inventory-related expenses.
• Compare actual inventory consumption against expected or standard consumption where applicable.
• Assist in identifying potential sources of inventory loss, leakage, wastage, or control weakness.
• Recommend improvements to inventory controls and monitoring procedures.
• Monitor inventory turnover and aging to identify potential obsolete or slow-moving items.
• Assist management in evaluating inventory efficiency and cost-control performance.
• Verify that inventory transactions are properly supported by approved documentation.
• Ensure that inventory transactions are accurately and promptly recorded in the company’s inventory, ERP, POS, or accounting system.
• Review inventory entries for errors, duplicate transactions, incorrect quantities, or improper classifications.
• Maintain organized inventory records and supporting documents, including: Inventory count sheets, Inventory movement reports, Stock transfer records, Inventory adjustment forms, Wastage and spoilage reports, Breakage reports, Inventory reconciliation schedules.
• Maintain an appropriate audit trail for inventory adjustments and corrections.
• Assist in maintaining accurate inventory master data and item information.
• Prepare regular inventory reports for Finance, Operations, and Management.
• Prepare physical inventory count summaries and reconciliation reports.
• Prepare inventory variance and exception reports.
• Report significant discrepancies, unusual transactions, excessive consumption, or abnormal inventory movements.
• Prepare inventory aging, turnover, consumption, and trend reports when required.
• Provide supporting schedules and reports for management review, financial reporting, and audits.
• Assist management in developing inventory dashboards and performance reports.
• Monitor compliance with established inventory policies and procedures.
• Identify transactions or inventory movements that do not comply with approved procedures.
• Review unusual adjustments, transfers, wastage, breakages, or write-offs.
• Support investigations involving inventory shortages, losses, or unexplained discrepancies.
• Assist in identifying weaknesses in inventory controls and recommend corrective measures.
• Help strengthen accountability over high-value inventory items, including premium food ingredients, wines, spirits, and beverages.
• Escalate material inventory discrepancies or control concerns to the appropriate manager.
• Coordinate with Kitchen, Bar, Purchasing, Finance, and Operations regarding inventory records and discrepancies.
• Obtain supporting information from relevant departments when investigating inventory variances.
• Assist departments in understanding inventory documentation and control requirements.
• Coordinate with Finance regarding inventory balances, adjustments, reconciliations, and month-end closing.
• Support Purchasing with inventory consumption and historical usage information when requested.
• Assist management in reviewing departmental inventory performance and accountability.
• Assist internal and external auditors during inventory counts and inventory-related reviews.
• Provide inventory records, reconciliation schedules, supporting documents, and reports required for audit purposes.
• Ensure inventory records are maintained in accordance with company policies and internal control requirements.
• Assist in implementing corrective actions arising from inventory audits or management reviews.
• Maintain proper documentation to support inventory balances reported in the accounting records.
• Assist in developing and improving inventory policies, procedures, controls, forms, and reporting systems.
• Participate in inventory-related process improvement initiatives.
• Assist in preparing inventory-related information for budgeting, forecasting, and financial analysis.
• Maintain confidentiality regarding inventory costs, supplier pricing, financial information, and other business-sensitive information.
• Perform other inventory monitoring, reconciliation, reporting, cost-control, or related duties that may reasonably be assigned by management.

Job description

Job Summary

The Store Inventory Specialist is responsible for maintaining accurate inventory records, monitoring inventory movements and balances, conducting physical inventory counts, reconciling inventory records, analyzing variances, and preparing inventory-related reports.

The role supports an upscale hospitality or restaurant business by helping maintain strong inventory controls, accurate records, reliable cost information, and proper accountability over food, beverage, operating supplies, and other inventory items.

The Store Inventory Specialist works closely with the Kitchen, Bar, Purchasing, Finance, and Operations teams to monitor inventory activity, investigate discrepancies, support cost control initiatives, and ensure that inventory transactions are properly documented and recorded.

Key Responsibilities

Inventory Monitoring and Control

• Maintain accurate and up-to-date inventory records for food, beverages, operating supplies, and other inventory items.


• Monitor inventory movements, balances, adjustments, transfers, wastage, breakages, and other inventory-related transactions.


• Review inventory transactions for completeness, accuracy, and proper supporting documentation.


• Regularly compare physical inventory quantities against system or accounting records.


• Identify and investigate inventory discrepancies, unusual movements, and abnormal consumption patterns.


• Maintain proper documentation and audit trails for inventory transactions and adjustments.


• Monitor inventory trends and identify slow-moving, fast-moving, excess, obsolete, damaged, or expired inventory.


• Assist management in strengthening inventory controls, procedures, and accountability.

Physical Inventory Counts and Reconciliation

• Conduct or participate in daily, weekly, monthly, and periodic physical inventory counts as required by management.


• Coordinate inventory count schedules with relevant departments.


• Ensure inventory count sheets and supporting documents are complete and accurate.


• Reconcile physical inventory results against inventory system or accounting balances.


• Identify shortages, overages, and other inventory variances.


• Investigate the possible causes of inventory discrepancies in coordination with the relevant department.


• Prepare inventory reconciliation schedules and variance reports.


• Ensure inventory adjustments are properly supported, reviewed, and authorized before recording.


• Participate in month-end and year-end inventory procedures.

Inventory Analysis and Cost Control

• Analyze inventory usage, consumption patterns, wastage, spoilage, breakages, and inventory variances.


• Monitor unusual or excessive inventory consumption and report significant findings to management.


• Assist Finance in analyzing food cost, beverage cost, and other inventory-related expenses.


• Compare actual inventory consumption against expected or standard consumption where applicable.


• Assist in identifying potential sources of inventory loss, leakage, wastage, or control weakness.


• Recommend improvements to inventory controls and monitoring procedures.


• Monitor inventory turnover and aging to identify potential obsolete or slow-moving items.


• Assist management in evaluating inventory efficiency and cost-control performance.

Inventory Documentation and System Recording

• Verify that inventory transactions are properly supported by approved documentation.


• Ensure that inventory transactions are accurately and promptly recorded in the company’s inventory, ERP, POS, or accounting system.


• Review inventory entries for errors, duplicate transactions, incorrect quantities, or improper classifications.


• Maintain organized inventory records and supporting documents, including:
  
  
  
  • Inventory count sheets
  
  
  • Inventory movement reports
  
  
  • Stock transfer records
  
  
  • Inventory adjustment forms
  
  
  • Wastage and spoilage reports
  
  
  • Breakage reports
  
  
  • Inventory reconciliation schedules
  
  


• Maintain an appropriate audit trail for inventory adjustments and corrections.


• Assist in maintaining accurate inventory master data and item information.

Reporting

• Prepare regular inventory reports for Finance, Operations, and Management.


• Prepare physical inventory count summaries and reconciliation reports.


• Prepare inventory variance and exception reports.


• Report significant discrepancies, unusual transactions, excessive consumption, or abnormal inventory movements.


• Prepare inventory aging, turnover, consumption, and trend reports when required.


• Provide supporting schedules and reports for management review, financial reporting, and audits.


• Assist management in developing inventory dashboards and performance reports.

Inventory Controls and Loss Prevention

• Monitor compliance with established inventory policies and procedures.


• Identify transactions or inventory movements that do not comply with approved procedures.


• Review unusual adjustments, transfers, wastage, breakages, or write-offs.


• Support investigations involving inventory shortages, losses, or unexplained discrepancies.


• Assist in identifying weaknesses in inventory controls and recommend corrective measures.


• Help strengthen accountability over high-value inventory items, including premium food ingredients, wines, spirits, and beverages.


• Escalate material inventory discrepancies or control concerns to the appropriate manager.

Department Coordination

• Coordinate with Kitchen, Bar, Purchasing, Finance, and Operations regarding inventory records and discrepancies.


• Obtain supporting information from relevant departments when investigating inventory variances.


• Assist departments in understanding inventory documentation and control requirements.


• Coordinate with Finance regarding inventory balances, adjustments, reconciliations, and month-end closing.


• Support Purchasing with inventory consumption and historical usage information when requested.


• Assist management in reviewing departmental inventory performance and accountability.

Audit and Compliance Support

• Assist internal and external auditors during inventory counts and inventory-related reviews.


• Provide inventory records, reconciliation schedules, supporting documents, and reports required for audit purposes.


• Ensure inventory records are maintained in accordance with company policies and internal control requirements.


• Assist in implementing corrective actions arising from inventory audits or management reviews.


• Maintain proper documentation to support inventory balances reported in the accounting records.

Other Related Responsibilities

• Assist in developing and improving inventory policies, procedures, controls, forms, and reporting systems.


• Participate in inventory-related process improvement initiatives.


• Assist in preparing inventory-related information for budgeting, forecasting, and financial analysis.


• Maintain confidentiality regarding inventory costs, supplier pricing, financial information, and other business-sensitive information.


• Perform other inventory monitoring, reconciliation, reporting, cost-control, or related duties that may reasonably be assigned by management.