Stock and Finance Administrator

This role is critical for ensuring accurate inventory records, seamless financial processing related to stock movement, and reliable sales reconciliations. The coordinator serves as the vital link between warehouse operations, finance, and the point-of-sale (POS) system.

• Verify all incoming deliveries against purchase orders and supplier documentation.
• Generate and accurately process GRNs in the inventory management system immediately upon receipt of goods.
• Collaborate closely with the warehouse/receiving team to resolve immediate discrepancies or damages found during delivery inspection.
• Match supplier invoices against processed GRNs and purchase orders.
• Verify pricing, quantities, and terms on all invoices before routing them to the finance department for payment approval.
• Act as the primary contact for suppliers regarding invoice queries and payment status.

• Monitor and analyse variances between physical counts, system records, and received invoices (e.g., price variances, quantity discrepancies, shrinkage).
• Generate detailed reports explaining significant variances and propose corrective actions.
• Implement controls to minimize future discrepancies.

• Plan and execute regular cycle counts and full physical stocktakes.
• Reconcile physical inventory counts with system data, investigating root causes for discrepancies.
• Ensure all stock adjustments are properly documented and authorized.
• Assist with month end payroll calculations
• Assist with POS reconciliations

• Manage product data entry and updates within the Point-of-Sale system (e.g., adding new items, updating pricing, managing promotions).
• Maintain accurate product categories, SKUs, and inventory links within the POS environment.

• Assist the finance team with daily/weekly reconciliation of sales data between the POS system and actual bank deposits/cash receipts.
• Flag any discrepancies in sales reports or cash handling to management immediately.

• Minimum of 2-3 years of experience in an inventory control, stock administration, or accounts payable role, specifically handling GRN and invoice processes.

• Basic proficiency in Microsoft Excel (data entry, basic formulas, and formatting), advanced knowledge of Excel will count in your favour (Lookup functions, pivots)
• Hands‑on experience with inventory management and accounting software (Yoco Table, Lightspeed, Xero).
• Familiarity with Point‑of‑Sale (POS) systems backend operations.

• Exceptional accuracy in data entry and numerical analysis is paramount for this role.

• Proven ability to investigate and resolve discrepancies and variances logically and systematically.

• Strong written and verbal communication skills to liaise effectively with suppliers, warehouse staff, and the finance team.