Stock Controller

The Stock Controller is responsible for the physical and system control of the vehicle inventory, from purchase order through storage and allocation to release for sale. The role coordinates with dealers, distributors and suppliers to source the vehicles required by the business, manages the condition and security of stock held in storage, and maintains complete accuracy between physical stock and system records. The role is central to ensuring the business holds the right vehicles, in the right condition, at the right cost, and can convert them to sales without delay.

KEY DUTIES & RESPONSIBILITIES

• Coordinate with dealers, distributors and suppliers to source vehicles in line with the approved buying plan, confirming specification, availability, lead time and cost.
• Obtain and compare quotations, and prepare purchase recommendations for management approval.
• Raise and track purchase orders through to confirmation, shipment and receipt, and maintain an up to date supplier and dealer database.

Inventory Control & System Accuracy

• Maintain accurate vehicle records in the dealer management or ERP system, including VIN, specification, color, cost, location, status and ageing.
• Conduct scheduled and unannounced physical stock counts, reconcile physical stock against system records, and investigate and resolve variances.
• Ensure every vehicle received is inspected, recorded and booked into stock with the correct cost and documentation.

Storage & Vehicle Condition

• Manage the allocation and layout of vehicles across storage yard and third party facilities to optimize space, access and security.
• Ensure stored vehicles are protected from damage and deterioration, including battery maintenance, tyre condition, periodic movement, covering and cleanliness.
• Control site access, keys and gate pass procedures, and report any damage, loss or security concern immediately.

Stock Movement & Allocation

• Process and document all vehicle movements between yard, showroom, pre-delivery inspection, workshop, events and customers, ensuring each movement is authorized.
• Allocate vehicles against confirmed customer orders, maintain reservation discipline, and prevent double allocation.
• Coordinate with the Logistics Administrator and After Sales on inbound arrivals and pre-delivery inspection scheduling.

Reporting & Stock Health

• Produce regular reporting on stock levels, model mix, ageing, fast and slow moving units, and stock value.
• Flag ageing and non-moving stock to management with recommended action, and support pricing and clearance decisions with data.
• Provide input to the buying plan based on sales performance, current holdings and market demand.
• Uphold company values throughout business practices and utilize sound judgment in decision making.
• Any other additional duties as may be required by management based on needs of the business.

POSITION REQUIREMENTS

Educational Qualifications

• Bachelor's degree or Diploma in Supply Chain, Logistics, Business Administration, or a related field.

Work Experience

• 3 to 5 years of experience in vehicle stock control, inventory management, or yard operations within an automotive dealership or trading business.
• Experience managing multi-location vehicle storage and coordinating with external dealers or suppliers is highly preferred.

Skills & Personal Attributes

• Strong inventory control discipline with proven accuracy in physical to system reconciliation.
• Practical knowledge of vehicle specifications, VIN decoding and model variants across multiple brands.
• Proficiency in dealer management or ERP inventory systems and in MS Excel.
• Strong coordination and negotiation skills when dealing with dealers, suppliers and internal stakeholders.
• Organized, methodical and comfortable working across office, showroom and outdoor yard environments.
• High level of integrity given responsibility for high value assets.

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