JOB DESCRIPTION & STANDARD OPERATING PROCEDURE (SOP)
## Position Title
Inventory Operations & Control Assistant
## Department
Inventory Department
## Reports To
Operations and People lead
## Employment Type
Full-Time
# 1. POSITION PURPOSE
The Inventory Operations & Control Assistant serves as the central communication, coordination, monitoring, and reporting link within the Inventory Department.
The primary purpose of this role is to support the Inventory Manager by ensuring that inventory processes, inventory movement, store requests, warehouse activities, stock organization, reporting, and communication flow efficiently and accurately across all locations and departments.
This role is responsible for maintaining visibility over inventory operations, identifying issues, following up on outstanding tasks, ensuring accountability, and providing timely reporting to the Inventory Manager.
The role focuses on coordination, oversight, communication, follow-up, inventory control support, and operational efficiency rather than solely physical inventory handling.
# 2. REPORTING STRUCTURE
The Inventory Operations & Control Assistant reports directly to the Inventory Manager.
All findings, concerns, reports, recommendations, and escalations must be communicated to the Inventory Manager.
The Inventory Manager is responsible for:
Assigning priorities
Delegating responsibilities
Reviewing reports
Monitoring performance
Providing guidance and direction
# 3. ROLE OBJECTIVES
The Inventory Operations & Control Assistant is responsible for helping the Inventory Manager achieve:
Accurate inventory records
Efficient inventory movement
Timely completion of inventory requests
Organized inventory across all locations
Effective communication between departments
Proper inventory accountability
Timely identification of inventory issues
Accurate reporting and follow-up
Continuous improvement of inventory processes
# 4. CORE RESPONSIBILITIES
## 4.1 Inventory Communication & Coordination
Act as the primary communication link between:
Warehouse
Retail Locations
Wholesale Department
Production
Inventory Manager
Responsibilities include:
Following up on inventory requests
Tracking inventory movements
Confirming request completion
Confirming receipt of transferred stock
Monitoring outstanding inventory actions
Ensuring information is communicated accurately and promptly
## 4.2 Store Request Monitoring
Review all inventory requests daily.
Responsibilities include:
Reviewing requests submitted by locations
Confirming stock availability
Tracking fulfillment progress
Following up with warehouse personnel
Monitoring completion timelines
Escalating delayed requests
Identifying recurring inventory shortages
Ensure locations receive requested stock within acceptable timeframes.
## 4.3 Warehouse Coordination & Oversight
Monitor inventory-related warehouse activities.
Responsibilities include:
Tracking transfer requests
Monitoring warehouse response times
Following up on pending requests
Identifying bottlenecks
Ensuring transfer documentation is completed
Confirming stock leaves and arrives correctly
The role does not replace warehouse personnel but ensures accountability and visibility of warehouse inventory processes.
## 4.4 Inventory Flow Management
Monitor inventory movement between:
Warehouse to Stores
Stores to Warehouse
Warehouse to Wholesale
Wholesale to Customers
Production to Warehouse
Responsibilities include:
Tracking stock movement
Verifying transfers
Identifying delays
Confirming inventory receipt
Reporting discrepancies
## 4.5 Inventory Accuracy Monitoring
Support inventory accuracy across all locations.
Responsibilities include:
Reviewing stock discrepancies
Comparing physical counts to system quantities
Monitoring inventory adjustments
Reviewing transfer records
Identifying inconsistencies
Reporting inventory concerns
## 4.6 Inventory Organization Oversight
Monitor inventory organization standards.
Verify:
Product placement
Product coding
Labeling accuracy
Storage organization
Accessibility of stock
Identify:
Disorganized inventory
Missing labels
Incorrect storage practices
Process failures
Recommend corrective actions.
## 4.7 Wholesale Inventory Support
Support wholesale operations by:
Monitoring wholesale inventory availability
Confirming stock levels
Communicating inventory availability to customers
Coordinating with warehouse teams
Monitoring wholesale inventory commitments
Reporting inventory concerns affecting wholesale sales
## 4.8 Damages Monitoring & Control
Monitor damage processes across all locations.
Responsibilities include:
Reviewing damage reports
Verifying damaged inventory records
Monitoring damage transfers
Tracking recurring damage issues
Reporting findings to the Inventory Manager
## 4.9 Inventory Audits & Location Reviews
Conduct inventory reviews across all locations.
Review:
Stock organization
Inventory accuracy
Storage practices
Labeling standards
Transfer compliance
Inventory procedures
Document findings and recommendations.
## 4.10 Inventory Analysis & Reporting
Assist the Inventory Manager by providing:
Low stock reports
Overstock reports
Inventory discrepancy reports
Transfer reports
Organization reports
Inventory performance observations
Identify trends and recurring issues requiring corrective action.
# 5. DAILY INVENTORY CONTROL CHECKLIST
The following checklist must be completed daily:
## Inventory Requests
☐ Review all store requests
☐ Verify stock availability
☐ Follow up on pending requests
☐ Escalate delayed requests
☐ Confirm completed requests have been received
## Warehouse Monitoring
☐ Review pending transfers
☐ Follow up on overdue transfers
☐ Verify transfer documentation
☐ Confirm transfer completion
## Inventory Accuracy
☐ Review reported discrepancies
☐ Monitor inventory adjustments
☐ Verify stock concerns raised by locations
☐ Investigate unusual inventory variances
## Inventory Organization
☐ Review inventory organization standards
☐ Verify product labeling
☐ Identify misplaced inventory
☐ Report organization issues
## Wholesale Inventory Support
☐ Review wholesale inventory requirements
☐ Confirm inventory availability
☐ Monitor inventory commitments
☐ Report inventory concerns
## Damages Monitoring
☐ Review damage reports
☐ Verify damaged stock processing
☐ Follow up on unresolved issues
## Daily Reporting
☐ Prepare Daily Inventory Control Report
☐ Document findings
☐ Document outstanding issues
☐ Document recommendations
☐ Submit report to Inventory Manager
# 6. DAILY REPORTING REQUIREMENTS
At the end of each workday, the Inventory Operations & Control Assistant must submit a Daily Inventory Control Report to the Inventory Manager.
The report should include:
### Inventory Requests
Requests received
Requests completed
Outstanding requests
Delayed requests
### Warehouse Updates
Pending warehouse actions
Transfer delays
Outstanding follow-ups
### Inventory Findings
Stock discrepancies
Missing inventory
Organization concerns
Labeling issues
### Wholesale Support
Inventory concerns affecting wholesale
Pending wholesale requirements
### Damage Reports
New damage issues
Outstanding damage concerns
### Recommendations
Suggested corrective actions
Process improvements
### Escalations
Urgent issues requiring management attention
# 7. AUTHORITY & RESPONSIBILITIES
The Inventory Operations & Control Assistant may:
Request updates from stores
Request updates from warehouse personnel
Verify inventory information
Follow up on inventory activities
Recommend corrective actions
The Inventory Operations & Control Assistant may not:
Approve inventory write-offs
Authorize stock adjustments
Approve transfers without authorization
Override inventory policies
Major discrepancies must be escalated immediately to the Inventory Manager.
# 8. FLEXIBILITY OF DUTIES
The responsibilities listed within this SOP represent the primary functions of the role but are not intended to be an exhaustive list of all duties.
As a member of the Inventory Department, the Inventory Operations & Control Assistant may be assigned additional inventory-related responsibilities by the Inventory Manager based on operational requirements.
These may include:
Inventory counts
Audits
Investigations
Special projects
Stock verification
Reporting assignments
Inventory system reviews
Process improvement initiatives
Operational support activities
Responsibilities may be adjusted, expanded, reassigned, or modified to support the needs of the Inventory Department and the business.
The absence of a task from this document does not exclude it from being assigned if it falls within the scope of inventory management, inventory control, stock movement, inventory reporting, inventory organization, inventory analysis, or operational inventory support.
# 9. DEPARTMENTAL TEAMWORK EXPECTATION
The Inventory Department operates as one team with shared goals and responsibilities.
All inventory personnel are expected to support each other in achieving:
Inventory accuracy
Inventory accountability
Efficient stock movement
Accurate reporting
Organized inventory
Operational efficiency
Effective communication
Success is measured by the performance of the Inventory Department as a whole rather than by individual tasks alone.
# 10. PERFORMANCE STANDARDS & KPIs
Performance will be evaluated based on:
### Inventory Accuracy
Target: 98%+
### Request Follow-Up Rate
Target: 100%
### Daily Reporting Completion
Target: 100%
### Transfer Confirmation Accuracy
Target: 100%
### Inventory Organization Compliance
Target: Continuous Improvement
### Issue Escalation Timeliness
Target: Same Day
### Communication Effectiveness
Target: Professional, accurate, and timely communication
### Operational Support
Target: Consistent support of inventory objectives and departmental goals
# EMPLOYEE ACKNOWLEDGEMENT
I acknowledge that I have read, understood, and agree to comply with the responsibilities, expectations, and procedures outlined in this Job Description and Standard Operating Procedure.
I understand that these responsibilities may be adjusted based on operational requirements and that I am expected to support all inventory-related functions as directed by the Inventory Manager.
Employee Name: ___________________________
Employee Signature: ________________________
Date: ____________________________________