Bookstore Coordinator - Inventory Control Job Snapshot Role: Bookstore Coordinator - Inventory Control Location: Dubai, UAE Industry: Education Function: Inventory Management Experience: Experience in bookstore, stores, warehouse or inventory management Job Type: Full-time
Bookstore Coordinator - Inventory Control in Dubai, UAE is an Education opportunity for an experienced inventory professional who can manage school bookstore operations, stock records, procurement documentation and customer transactions. GEMS Education is hiring a detail-focused coordinator to maintain the timely availability of textbooks, uniforms, stationery and school supplies while supporting financial controls, inventory accuracy and KHDA compliance.
Job Details Country: UAE City: Dubai Industry: Education Function: Inventory Management Salary: Estimated salary range based on similar jobs in the job city; please confirm the final offer with the employer. Gender: Any Candidate Nationality: Any Job Type: Full-time
Role Context The Bookstore Coordinator - Inventory Control supports the smooth operation of the school by ensuring that essential learning materials and merchandise remain available throughout the academic year. The role connects bookstore service, inventory management, procurement administration and finance reporting, helping the school control costs, avoid stock shortages and provide parents, students and staff with a reliable purchasing experience.
Key Responsibilities
- Manage daily bookstore operations and maintain an efficient, organised and customer-focused service environment.
- Receive, inspect, unpack, price, label and arrange textbooks, uniforms, stationery and other school merchandise.
- Record all stock receipts, sales, returns, transfers, adjustments and issuances in approved GEMS systems.
- Monitor inventory levels and coordinate textbook, uniform and stationery orders according to curriculum and operational requirements.
- Conduct regular stock counts and compare physical quantities with system balances.
- Investigate inventory discrepancies, identify causes and complete the required supporting documentation.
- Store all merchandise securely and in accordance with school procedures.
- Raise Purchase Orders through the approved GEMS procurement platform.
- Process Goods Receipt Notes, returns, stock adjustments and inter-unit transfers accurately.
- Confirm that all inventory transactions are properly authorised and supported by complete records.
- Operate the Point of Sale system and process customer payments with numerical accuracy.
- Prepare monthly inventory reports and submit reconciled stock balances to the Finance Department.
- Assist Finance with stock reconciliation, accounting records and routine operational requirements.
- Support budget preparation by providing inventory estimates and purchasing information.
- Help parents, students and staff purchase textbooks, uniforms, stationery and related school supplies.
- Respond to product availability, pricing, exchange and refund enquiries promptly and professionally.
- Maintain attractive merchandise displays and keep the bookstore clean, orderly and welcoming.
- Apply GEMS Finance policies, procurement procedures and internal controls across all bookstore activities.
- Follow KHDA refund requirements and obtain approval for exceptional transactions.
- Ensure write-offs, stock issuances and adjustments are supported by management approval and accurate documentation.
- Maintain audit-ready records for internal reviews and external inspections.
- Coordinate printing and ordering requirements for school reports, diaries, publications, letterheads and similar materials.
- Support the wider Finance and Operations teams during enrolment periods, textbook distribution and other peak activities.
- Attend relevant meetings, training sessions and professional development programmes.
- Complete additional duties assigned by the Finance Manager, School Operations Manager or Principal.
Ideal Profile
- Practical experience in a bookstore, warehouse, stockroom, retail store or inventory control environment.
- Good knowledge of stock handling, inventory reconciliation and store operating procedures.
- Experience using ERP systems, preferably Microsoft Dynamics 365.
- Strong working knowledge of Microsoft Excel and other Microsoft Office applications.
- High numerical accuracy with careful attention to transaction and stock details.
- Excellent organisational and time management abilities.
- Sound analytical and problem-solving skills for resolving inventory differences.
- Ability to work independently while coordinating effectively with Finance, Operations and academic teams.
- Professional customer service skills when assisting parents, students and staff.
- Clear written and spoken English communication.
- Ability to handle financial and operational information with confidentiality and integrity.
- Previous experience in a school environment will be advantageous.
- Knowledge of KHDA refund policies and textbook procedures is desirable.
- Education or retail operations experience will strengthen the application.
Skills Set
- School bookstore operations
- Inventory management
- Stock control
- Stock reconciliation
- Inventory verification
- Microsoft Dynamics 365
- ERP systems
- Microsoft Excel
- Purchase Order processing
- Goods Receipt Notes
- Point of Sale systems
- Stock adjustments
- Inter-unit transfers
- Merchandise receiving
- Textbook ordering
- Uniform inventory
- Stationery procurement
- Inventory reporting
- Financial controls
- Procurement documentation
- Budget support
- Audit record maintenance
- KHDA refund procedures
- Customer service
- Merchandise display
- Numerical accuracy
- Variance investigation
- Records management
Why Join Us
This role offers stable employment within Dubai 's established Education sector and provides valuable experience in school finance, procurement, inventory control and customer-facing operations. The successful candidate can strengthen ERP, reporting and stock management expertise while helping ensure that students and teachers have dependable access to essential educational resources throughout the school year.
About the Company
GEMS Education operates schools across the UAE and international markets. Its finance, procurement and operations teams support well-resourced learning environments by maintaining efficient systems, reliable services and consistent operational standards across its schools.
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