Storeman

WORKSHOP STOREMAN / STORES & WORKSHOP ASSISTANT – Durban

1. Key Responsibilities

A. Inventory and Stores Control

Create and maintain Inventory Control Sheets (ICS) for tyres, spare parts, equipment, lubricants, consumables and other stock items kept in the stores or elsewhere on the premises.
Immediately and accurately record all stock received, stock issued and stock adjustments on the relevant ICS, including item description, supplier, cost and opening/movement/closing quantities where applicable.
Ensure all parts, consumables and equipment are neatly packed and stored in the designated shelf, bin or allocated area.
Issue stock only to authorised employees or service providers, record the issue on the ICS and obtain the recipient’s signature where required.
Maintain the pass-out control process for spares, parts, consumables, tools, vehicles, keys and other assets leaving the depot for repair, service or other authorised purposes.
Control the issue and return of tools, ensure tools are returned clean and are stored in the allocated area.
Conduct regular physical inventory counts and reconcile actual stock to the ICS. Investigate and report shortages, damage or discrepancies immediately to management.

B. Procurement of Parts, Consumables and Workshop Items
Review the workshop defect book throughout the working day and identify parts, items or services that require procurement or attention.
Obtain a minimum of three quotations where the company procedure requires it, using preferred or other suitable suppliers.
Compare price, quality, availability and expected delivery dates and seek the best value for the company.
Check quotations for the correct item, quantity, price and calculation accuracy before submitting the quotation pack to the General Manager for approval.
Do not place an order before the required management approval has been obtained. Once approved, complete the order and communicate the order number and delivery/collection date to the supplier.
Follow up outstanding orders and maintain clear communication with suppliers regarding availability and delivery.

C. Receiving, Inspection and Documentation
Inspect delivered items for defects and confirm that the items, quantities and specifications match the authorised quotation and order.
Ensure deliveries are complete in accordance with company procedure and immediately escalate any incorrect, defective or incomplete delivery.
Complete a Goods Received Voucher (GRV) for goods received, recording the date, description, quantity and order number.
Scrutinise supplier invoices to ensure that the invoice agrees to the quotation, order number, company details, date, amount and quantity.
Compile the complete supporting-document pack, including quote form, quotations, order, GRV, delivery note and invoice, for General Manager sign-off and submission to administration/accounts for payment.
Maintain orderly filing and control records so that all purchases, stock movements and supplier transactions are traceable.

D. Supplier Services and Workshop Support
Assist with arranging supplier inspections of vehicles where external repairs or services are required.
Receive and check supplier quotations for scope of work, pricing and calculation accuracy, and submit them for management approval.
Issue or communicate an order number only after the necessary approval has been obtained, and communicate approved amendments to the supplier.
On completion of supplier work, ensure the invoice matches the approved quotation/order and obtain confirmation from the responsible mechanic or person that the work performed is satisfactory before the documents are sent for payment.
Provide general workshop support relating to the movement, availability and control of parts, tools, consumables and workshop equipment. The position is not expected to perform mechanical repairs unless appropriately trained and specifically authorised to do so.
Keep the stores and immediate workshop support areas clean, organised and safe, and promptly report hazards, damaged items or unsafe conditions.

2. Minimum / Recommended Requirements
Grade 12 / Matric or equivalent is recommended.
Previous experience as a storeman, stores assistant, workshop assistant, parts assistant or in a similar inventory/procurement role is preferred.
Experience in an automotive, heavy-vehicle, bus, truck or mechanical workshop environment will be an advantage.
Ability to identify or learn common vehicle parts, workshop consumables and tools.
Basic computer literacy and ability to use email and simple spreadsheets/records.
Ability to check quotations, invoices, quantities and basic calculations accurately.
A valid driver’s licence would be advantageous where collection or movement of parts is required.

3. Key Competencies
Strong attention to detail and record-keeping discipline.
Honesty, reliability and accountability when handling company stock, tools and assets.
Good organisational and housekeeping skills.
Basic numerical ability and confidence checking prices, quantities and calculations.
Ability to follow procedures and management approval processes.
Good communication skills when dealing with mechanics, drivers, management, administration and suppliers.
Ability to prioritise urgent workshop requirements and follow up suppliers promptly.
Ability to work independently while forming part of the workshop team.

4. Key Performance Indicators
Accuracy of stock records and reconciliation of ICS balances to physical stock.
Timely availability and procurement of required parts and consumables.
Completeness and accuracy of quotation, order, GRV, invoice and supporting documentation.
Reduction of unexplained stock losses, shortages and damaged/misplaced items.
Proper control of tools, keys, parts and assets moving in and out of the depot.
Orderliness and cleanliness of the stores and workshop support areas.

Compliance with company procedures and management approval requirements.