he Store Administrator is responsible for ensuring the accurate, efficient, and well-controlled administration of the hotel's stores and inventory operations.

The position ensures that all goods received, stored, issued, transferred, and recorded are properly documented and accounted for in accordance with Heritage Awali's policies, financial controls, operational procedures, and audit requirements.

The Store Administrator plays a key role in maintaining accurate inventory records, supporting stock control, minimising losses and discrepancies, and ensuring that all store transactions are properly authorised and recorded.

KEY RESPONSIBILITIES

A. Store Administration & Inventory Control

• Maintain accurate and up-to-date records of all stock movements.
• Record all goods received, issues, transfers, returns, and adjustments accurately in the relevant system.
• Ensure that stock is properly labelled, organised, and stored according to product requirements.
• Monitor stock levels and highlight shortages, excess stock, slow-moving items, and potential wastage.
• Maintain proper filing of all store documentation and supporting records.
• Ensure that stock records are reconciled regularly with physical inventory.
• Investigate and report stock discrepancies to the Financial Controller / relevant management.
• Ensure that stock adjustments are made only with the appropriate authorisation.

B. Receiving & Goods Control

• Receive deliveries in accordance with approved purchase orders and delivery documentation.
• Check quantities, descriptions, quality, packaging, expiry dates, and specifications of goods received.
• Identify and report discrepancies, damaged goods, shortages, or incorrect deliveries.
• Ensure that goods received are properly documented and entered into the relevant system.
• Coordinate with Purchasing and suppliers regarding delivery discrepancies and rejected goods.
• Ensure that perishable goods are handled and stored appropriately.

C. Store Issuing & Departmental Requests

• Process authorised requisitions from hotel departments.
• Ensure that goods are issued only against properly approved documentation.
• Record all stock issues accurately and promptly.
• Ensure that departments receive the correct quantities and items requested.
• Monitor unusual or excessive requisition patterns and escalate concerns where appropriate.
• Maintain proper records of returned or unused items.

D. Stocktaking & Reconciliation

• Participate in scheduled monthly and annual stock counts.
• Conduct physical stock counts accurately and systematically.
• Reconcile physical stock against system/book balances.
• Investigate variances and prepare supporting explanations for discrepancies.
• Assist Finance with month-end stock reporting and inventory valuation requirements.
• Ensure that stocktaking documentation is complete, accurate, and properly signed.
• Support internal and external audit stock verification exercises.

E. Storage & Housekeeping

• Maintain stores in a clean, secure, organised, and professional condition.
• Ensure appropriate storage conditions for food, beverages, chemicals, operating supplies, and other inventory categories.
• Apply FIFO/FEFO principles where applicable.
• Monitor expiry dates and take appropriate action to minimise wastage.
• Ensure restricted or high-value items are appropriately secured.
• Maintain appropriate segregation of incompatible or hazardous products.
• Report any safety, hygiene, pest control, or storage concerns immediately.

F. Internal Controls & Loss Prevention

• Strictly comply with hotel policies relating to inventory control and store access.
• Ensure that access to stores is limited to authorised personnel.
• Maintain proper control over store keys/access where applicable.
• Ensure that all stock movements are supported by authorised documentation.
• Immediately report suspected theft, unauthorised removal, unusual stock movements, or other control breaches.
• Support investigations relating to inventory discrepancies or losses.
• Maintain confidentiality regarding stock levels, costs, suppliers, and internal investigations.
• Ensure compliance with segregation-of-duty requirements and financial controls.

G. Coordination & Communication

• Liaise closely with Purchasing, Finance, Kitchen, Food & Beverage, Housekeeping, Engineering, Spa, and other operational departments.
• Communicate stock shortages and supply concerns proactively.
• Coordinate with the Purchasing team regarding outstanding deliveries.
• Provide accurate inventory information to management when required.
• Maintain professional relationships with suppliers and internal stakeholders.
• Escalate operational issues promptly to the appropriate manager.

3. KEY PERFORMANCE INDICATORS (KPIs)

Performance will be assessed against, but not limited to, the following:

• Accuracy of inventory records.
• Stock variance and discrepancy levels.
• Accuracy and timeliness of stock transactions.
• Completion and accuracy of monthly stock counts.
• Compliance with store and inventory procedures.
• Proper documentation and authorisation of stock movements.
• Reduction of stock losses, wastage, and expired items.
• Timeliness of reporting discrepancies.
• Store organisation, cleanliness, and security.
• Internal and external audit compliance.
• Service level to operational departments.
• Adherence to FIFO/FEFO and stock rotation requirements.

4. COMPLIANCE & CONTROL RESPONSIBILITIES

The Store Administrator is expected to:

• Comply with Heritage Awali and ER Hospitality policies and procedures.
• Follow all Finance and inventory control procedures.
• Comply with applicable Mauritian legislation and regulatory requirements.
• Maintain accurate and auditable records.
• Observe all food safety, hygiene, occupational health and safety requirements applicable to the role.
• Immediately report suspected fraud, theft, abuse, conflict of interest, or other serious breaches through the appropriate management channels.
• Maintain strict confidentiality of company and employee information.

5. QUALIFICATIONS & EXPERIENCE

Essential:

• Minimum Higher School Certificate or equivalent qualification.
• Previous experience in stores, inventory control, warehouse administration, hotel stores, or a similar environment.
• Good knowledge of stock control and inventory procedures.
• Good numerical and administrative skills.
• Basic to intermediate computer literacy, including Microsoft Excel.
• Ability to maintain accurate records and work with inventory systems.

Desirable:

• Previous experience within a hotel or hospitality environment.
• Knowledge of hotel inventory/POS/ERP systems.
• Experience with stocktaking and inventory reconciliation.
• Knowledge of food and beverage products and hotel operating supplies.

6. SKILLS & COMPETENCIES

• Strong attention to detail.
• Numerical accuracy.
• Organisation and time management.
• Inventory control and analytical skills.
• Good communication skills.
• Integrity and trustworthiness.
• Problem-solving ability.
• Ability to identify irregularities and discrepancies.
• Ability to work under pressure and meet deadlines.
• Teamwork and collaboration.
• Proactive approach to loss prevention.
• Strong sense of accountability.
• Confidentiality and professionalism.

7. WORKING RELATIONSHIPS

Internal:

• Financial Controller
• Finance Department
• Purchasing Department
• Executive Chef / Kitchen
• Food & Beverage Department
• Housekeeping
• Engineering / Maintenance
• Spa
• Front Office
• Human Resources / People Operations
• General Management

External:

• Suppliers and delivery personnel
• Auditors
• Service providers
• Relevant authorities, where applicable

8. AUTHORITY & ACCOUNTABILITY

The Store Administrator is accountable for the accuracy and integrity of store records and for ensuring that all inventory movements under their responsibility are properly controlled and documented.

The role does not have authority to approve purchases, write off stock, make unauthorised stock adjustments, or release goods without the required approval.

Any suspected irregularity, loss, theft, conflict of interest, or breach of internal controls must be escalated immediately to the appropriate management.

9. GENERAL RESPONSIBILITIES

• Demonstrate the Heritage Awali values and standards at all times.
• Maintain a professional appearance and behaviour in accordance with hotel standards.
• Ensure a high level of internal customer service.
• Participate in training and development activities.
• Support hotel initiatives and operational requirements as reasonably required.
• Perform any other duties reasonably assigned by management that are consistent with the position.