Admin Supervisor

Department: Administration & Inventory Control
Reports To: CEO/Operations Manager

Key Duties and Responsibilities

Inventory and Stock Management

• Take full responsibility for all company supplies, food items, consumables, and kitchen materials.
• Monitor stock levels and ensure adequate supplies are available at all times.
• Conduct daily, weekly, and monthly stock counts.
• Maintain accurate inventory records and stock movement reports.
• Investigate and report any stock shortages, losses, or discrepancies.

Store Management

• Oversee the Dry Store, Wet Store, and all storage areas.
• Ensure proper storage and organization of food items and supplies.
• Monitor stock rotation and ensure older products are used first.
• Ensure all items are properly labeled and stored according to company standards.

Cold Room and Refrigerator Management

• Take responsibility for all refrigerators, freezers, and cold storage facilities.
• Monitor storage temperatures and ensure food safety standards are maintained.
• Keep records of items stored in cold storage and their usage.
• Report any equipment faults or maintenance requirements promptly.

Procurement and Market Operations

• Supervise all market runs and procurement activities.
• Verify purchase lists before items are bought.
• Ensure all purchased items meet company quality standards.
• Compare market prices and recommend cost-saving opportunities.
• Confirm that all items purchased are accurately delivered and recorded.

Supplier and Vendor Coordination

• Maintain good relationships with suppliers and vendors.
• Source reliable suppliers for food items and operational needs.
• Follow up on deliveries and ensure orders are received as scheduled.
• Report supplier issues and recommend alternatives when necessary.

Documentation and Accountability

• Maintain records of purchases, stock issuance, and stock balances.
• Prepare inventory and procurement reports for management.
• Ensure proper documentation of all stock movements.
• Track usage of supplies across departments and events.

Staff Supervision

• Supervise storekeepers, procurement staff, and support personnel.
• Assign duties and monitor staff performance.
• Ensure staff comply with company procedures regarding stock handling and storage.
• Promote accountability and efficiency among team members.

Cost Control and Waste Reduction

• Monitor food and supply usage to reduce wastage.
• Implement systems to prevent theft, loss, and misuse of company property.
• Recommend measures to improve inventory efficiency and reduce costs.
• Ensure proper utilization of all company resources.

Compliance and Operational Standards

• Ensure compliance with food safety, hygiene, and storage standards.
• Maintain clean and organized storage facilities.
• Conduct routine inspections of stores and storage equipment.
• Ensure company policies and procedures are followed at all times.

Key Performance Indicators (KPIs)-

• Inventory accuracy.
• Reduction in stock losses and wastage.
• Timely procurement of supplies
• Proper maintenance of dry, wet, and cold storage facilities.
• Accuracy of inventory and procurement records.
• Cost control and efficient resource management.
• Staff productivity and compliance.

Qualifications and Skills

• Experience in inventory management, administration, procurement, or store management.
• Strong organizational and supervisory skills.
• Excellent record-keeping and reporting abilities.
• Knowledge of food storage and inventory control procedures.
• Attention to detail and high level of accountability.