Stores & Materials Controller at Gap Recruitment Services Limited

Why this role exists

A concrete products plant stops when cement, aggregates, steel, admixtures or spares run out, and it bleeds money when stock is issued without control or supplier bills are signed for goods that never arrived. This person is the plant's gatekeeper for materials: nothing comes in, goes out, or gets paid for without their records being right. Your job is to keep production supplied, keep stock accurate, and make sure the company pays only for what it actually received.

What you are expected to achieve:

Control the issue of materials on site

• Approve and issue materials against valid requisitions tied to production orders or maintenance jobs.
• Process every approval and issue in the computer system on the same day, so the system balance matches physical stock.

What Success looks like: no unapproved or undocumented issues; zero unexplained variances on monthly cycle counts beyond an agreed tolerance (e.g. under 1% of stock value).

Receive goods and protect the company from paying for what it did not get;

• Receive all deliveries on site: check quantity, quality, specification and delivery note against the LPO.
• Confirm goods received (GRN) in the system and sign supplier bills only after verification.
• Reject and report short, damaged or off-spec deliveries immediately.

Success looks like: every supplier bill matched to an LPO and GRN (three-way match); no payment disputes or double billing traced to stores; GRNs posted within 24 hours of delivery.

Manage minimum order quantity (MOQ) and reorder levels

• Set and maintain minimum stock, reorder points and MOQ for key items (cement, aggregates, steel/BRC, admixtures, moulds, spares, PPE, fuel and consumables).
• Flag items approaching reorder level before they run out.

What Success looks like: zero production stoppages caused by a stock-out of a planned item; no excess stock beyond agreed levels; slow-moving and obsolete items reported monthly.

 Plan weekly stock replenishment

• Each week, compare stock on hand with the production plan and open orders, and submit a replenishment plan to Procurement.
• Hold a short weekly planning meeting with Production and Procurement.

What Success looks like: weekly replenishment plan issued on time every week; at least 95% of planned materials available on the day production needs them.

Follow up with Procurement and suppliers

• Track every open order, chase delayed deliveries and escalate early with clear information on production impact.

What success looks like: open-order status report updated daily; supplier on-time-in-full performance tracked and shared monthly.

Keep the store secure, organised and audit-ready

• Run a tidy, safe store: bin cards/locations, FIFO for cement and admixtures (shelf-life), secure access.
• Support stock takes and audits with complete records.

What success looks like: clean audit results, no unexplained losses, and any item found within minutes.

Key Performance Expectations and Milestones

• First 30 Days: Learn the system and plant processes. Complete a full stock count, reconcile it against system records, and document all variances. Streamline and improve the stock issuance and receiving processes.
• By Day 90: Establish reorder levels and Minimum Order Quantities (MOQs) for all critical items. Ensure weekly replenishment planning is running smoothly and that all bills are signed off only after matching the Local Purchase Order (LPO) and Goods Received Note (GRN).
• By Month 6: Achieve zero production stoppages resulting from stock-outs. Maintain cycle count variances within acceptable tolerance levels and establish regular supplier performance reporting.
• By Month 12: Maintain consistently high stock accuracy, reduce slow-moving inventory, and ensure the store passes audits with no material findings. Demonstrate a proactive approach to identifying and implementing operational improvements rather than simply maintaining existing processes.

Who we are looking for (minimum needed to achieve the above)

• Proven stores management and control experience, ideally in manufacturing, construction materials or a similar plant (concrete, cement, steel, building products).
• Hands-on experience using an inventory/ERP system (issues, GRNs, stock adjustments, reports).
• Track record of receiving goods and verifying them against LPOs and delivery notes.
• Experience setting reorder levels and planning replenishment.
• Diploma in Supply Chain, Procurement, Stores/Inventory Management or Business (CIPS/KISM progress is an advantage).
• Strong integrity, attention to detail and the confidence to say no to unapproved requests.
• Comfortable working on a busy plant site with heavy materials and PPE.