Book Store Keeper

Job Description

 Embrace and encourage the ethos and standards of excellence as defined in the GEMS Core Values.

 Adhere to the financial systems and protocols as prescribed by GEMS Finance.

 To work in liaison with the Purchasing Officer in budget preparation.

 Efficiently master and manage the school store to accurate record keeping and storage.

 Periodic verification of inventory on hand.

 Process printing orders for reports, letterheads, diaries etc.

 Assist school Accountant in day-to-day accounting procedures.

 Ensure the GEMS policies, procedures, and codes of conduct are followed at all times.

 Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.

 Attend staff meetings and serve on committees as required.

 Perform other duties as requested by direct & dotted reporting line managers / supervisors.

Skills Description

• Inventory & Stock Management
• Managing textbook, uniform, stationery, and educational resource stock.
• Monitoring stock levels and placing orders when required.
• Conducting regular stock takes and audits.
• Maintaining accurate inventory records.
• Customer Service
• Assisting parents, students, and staff with purchases and enquiries.
• Handling complaints and resolving issues professionally.
• Providing a welcoming and helpful customer experience.
• Financial & Cash Handling
• Processing cash, card, and online payments.
• Reconciling daily sales and preparing financial reports.
• Handling refunds and exchanges in accordance with school policy.
• Basic understanding of invoicing and purchase orders.
• Administrative Skills
• Maintaining accurate records and documentation.
• Preparing reports for school leadership and finance teams.
• Managing supplier communications and deliveries.
• Using Microsoft Office, particularly Excel.
• Communication Skills
• Strong verbal and written communication.
• Ability to liaise effectively with parents, staff, suppliers, and students.
• Professional email etiquette.
• Organizational Skills
• Ability to prioritize multiple tasks during busy periods.
• Maintaining an orderly and well-presented bookstore environment.
• Meeting deadlines for textbook distribution and school events.
• Attention to Detail
• Accurate stock recording and pricing.
• Ensuring correct items are issued to students.
• Monitoring discrepancies and preventing stock losses.
• Technology Skills
• Experience with Point of Sale (POS) systems.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Familiarity with inventory management software.