PURCHASING & INVENTORY OFFICER

(Reports to Finance Manager)

Job Objective:

The Purchasing & Inventory Officer receives and dispatch goods, manages stock levels and records stock movement. The Officer ensures that optimum levels of inventory are maintained and that it is at par with quality standards. He/she is also responsible for keeping track of the inventory records and making sure that it is accurate. The Officer is also responsible for the management and monitoring of the movement of the company’s assets off-property, ensuring the requisite documentation is completed for the
delivery/collection and return of the items.

The incumbent in this position is fully responsible for ensuring that all products and ancillary services requested for functions and internal use are ordered and available in keeping with the company’s service standards. They will also be responsible for ensuring that all products and/or services requested are supported with a local purchase order, prepared and signed off in advance.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• The Purchasing & Inventory Officer is responsible for preparing purchase orders, receiving and storing supplies, managing stock levels and supplies.
• He/she is also involved in preparing the inventories, maintaining the stock records, using computerized systems for entering the records and is accountable for checking the supply invoices with the purchase orders.
• To undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the designated staff members.
• He/she is responsible for preparing the reports on adjustments done to inventories for stock that may be damaged, spoilt, etc., and coordinates the purchasing, inventory and storeroom functions.
• Responsible for maintaining accurate records of the issuance of items that are leaving the storeroom/Centre to ensure accuracy and completeness.
• To be involved in the reconciliation of physical stock count with stock in the system.
• Generating loan contracts, as directed by the Finance Manager/CEO and preparing delivery notes for all off-property bookings.
• Managing the issuance and return of inventory internally and off-property within established company guidelines for asset management.
• Be solely responsible for managing and maintaining the Archives storeroom ensuring all items are logged when received and taken out of the room. A detail listing should be done showing all items being stored in the archives and the specified date for destruction.
• Conduct an annual asset stock take.
• As necessary in conjunction with the Finance Manager, negotiate contracts for bulk supplies of items as well as selected services regularly used by the company to ensure better discounts and prices are obtained.
• On an ongoing basis remain constantly up to date on all new products or services being provided in the market place which the company can financially benefit from using.
• On a weekly basis attend all the operation meetings primarily to determine what services or products are required to be ordered to satisfy the requirements by the client.
• Ensure that where potential hazardous materials are required that all the necessary relevant information on how to handle, store and what side effects are possible are obtained from the suppliers and held on file.
• Perform any other related duties as may be assigned by the Finance Manager.
  

REQUIREMENTS & PERSONAL CHARACTERISTICS

• Proven experience in working as an Inventory and Procurement resource would be an asset.
• Associate Degree in Accounts.
• Customer service-oriented and negotiation skills.
• Vehicle or light goods license required .
• Ability to lift between 25-50 pounds.
• Minimum of 3-5 years working in a stores/warehouse environment
  

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong organizational skills.
• Knowledge of service ordering and inventory control.
• Ability to reconcile stock counts to report data.
• Database management skills.
• Ability to analyze and solve problems or Strong analytical and problem-solving skills.
• Ability to prepare routine administrative paperwork.
• Strong computer skills, including proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to work well under pressure and meet tight deadlines.
• Proven ability to effectively manage and prioritize multiple projects and tasks.
• Strong attention to detail and accuracy.

Applications should be accompanied by a Curriculum Vitae and emailed to careers@bcslbarbados.com no later than Sunday May 26th, 2024 and addressed to:

Human Resources Manager

Barbados Conference Services Limited

Lloyd Erskine Sandiford Centre

Two Mile Hill

St. Michael