Administrative Assistant Inventory Management

Title: Administrative Assistant (Inventory Management)

The Administrative Assistant (Inventory Management) is responsible for ensuring accurate inventory records, efficient spare parts provisioning, and smooth coordination with Procurement, Warehouse partners, and internal stakeholders. The role supports inventory accuracy, audit readiness, and timely material availability for store operations and special projects.

Inventory Management

• Review and validate inventory records in systems and monitoring files for standard and pseudo spare parts to ensure accurate and real-time stock visibility.
• Support monthly parts provisioning activities by validating inventory submissions and system updates to ensure correct replenishment requirements and minimize stock-out risks.
• Record and update walk-in panel inventory movements in systems and monitoring files to ensure timely availability for new and renovation store requirements.
• Validate Delivery Receipt (DR) monitoring and issuance against system postings to ensure alignment between physical deliveries and system records.
• Maintain and update monitoring files for spare parts receiving, including updates to material master lists for newly created standard and pseudo items.
• Extract, consolidate, and update procurement and inventory reports covering standard and non-standard purchase orders and receipt status to monitor material movement by location.
• Compile, review, and validate material issuance transactions, including bulk uploads, ensuring accuracy of quantities, references, and destination points.
  
  

• Coordinate with Procurement on spare parts standardization, including specification sheets, contract status, pricing, and material codes, to support timely sourcing and processing.
• Maintain and update standardization documents and approved material lists to ensure records are accurate and up to date.
  
  

• Maintain complete and accurate documentation of inventory transactions (receiving, issuance, internal movements) to support internal controls and audit requirements.
• Process and consolidate inventory-related disputes for standard and pseudo items to ensure transaction accuracy and timely resolution.
  
  

• Coordinate with third-party warehouse providers for receiving, storage, and issuance of spare parts to ensure uninterrupted material support.
• Coordinate with suppliers on walk-in cold storage systems and panel deliveries, including schedules and document submissions.
• Process billing and payment documents for courier services supporting spare parts deliveries.
• Conduct random audits of spare parts stored at service providers’ warehouses to verify physical condition and reconcile with inventory records.
  
  

• Process and support ordering requests for walk-in storage materials, including specification validation, system creation, and warehouse coordination.
• Respond to stakeholder inquiries related to spare parts pricing, availability, and ordering processes to ensure clear and timely support.
  
  

• Bachelor’s Degree in Industrial Engineering or any related course.
• At least 2 years of experience in inventory management or related roles.
• Experience using inventory management systems or ERP tools for record validation and reporting.
• Hands-on experience with monitoring files, inventory trackers, FIFO principles, and inventory reconciliations.
• Proficient in MS Excel (basic formulas, data entry, and simple reporting).
• Strong attention to detail with a high level of data accuracy.
• Ability to coordinate effectively with Procurement, warehouse partners, suppliers, and internal stakeholders.
• Work Assignment at Neocentral Arcade, Barangay Cugman Cagayan De Oro City, Misamis Oriental