Stock Controller

Job Overview

We are looking for an organized and detail-oriented Administrative Assistant to support the Stock Control Operations team.

The role will be responsible for managing vehicle tracking information, processing financial documentation, maintaining customs-related data, monitoring shipment arrivals, and preparing accurate documentation for internal and external stakeholders.

The ideal candidate should have strong administrative and MS Office skills, excellent attention to detail, and the ability to work effectively in a fast-paced logistics environment.

Key Responsibilities

Vehicle ETA Management

• Continuously monitor and update vehicle Estimated Time of Arrival (ETA) information in the system.
  
• Ensure shipment visibility and tracking data are accurate and up to date.
  
• Identify and escalate significant delays, discrepancies, or changes to the relevant teams.
  

Credit Note Processing

• Process credit notes accurately and within established timelines.
  
• Verify supporting documentation before processing.
  
• Coordinate with Finance, Accounts, and IT teams to resolve discrepancies.
  
• Maintain organized records of processed credit notes for audit and reference purposes.
  

Customs Data Administration

• Update and maintain customs-related information across multiple ports.
  
• Ensure data entries comply with applicable customs and regulatory requirements.
  
• Identify and correct data discrepancies promptly to minimize compliance issues.
  

Shipment Documentation

• Prepare, organize, and distribute shipment-related documentation.
  
• Prepare required copy sets for CNF (Cost and Freight) documentation.
  
• Ensure documents are accurate, complete, and submitted within required timelines.
  
• Maintain organized physical and digital filing systems for easy document retrieval.
  

Damaged Vehicle Monitoring & Reporting

• Monitor vehicle arrivals and record any damage identified upon arrival.
  
• Document damage accurately through photographs, descriptions, and condition reports.
  
• Prepare and submit damage reports to the relevant departments.
  
• Track reported damage cases and follow up on their resolution.
  

Other Responsibilities

• Plan and prioritize daily activities to meet deadlines in a fast-paced environment.
  
• Identify process inefficiencies and suggest improvements to enhance cost, time, and operational accuracy.
  
• Adapt to changing priorities, urgent requests, and fluctuations in operational requirements.
  
• Maintain effective communication and coordination with cross-functional departments.
  
• Take ownership of assigned responsibilities and ensure timely follow-up until completion.
  
• Maintain high levels of accuracy, attention to detail, and accountability.
  
• Stay updated on relevant logistics practices, automotive regulations, and digital tools.
  

Requirements

• Bachelor's or Master's Degree in Business Administration or a related field.
  
• 1–3 years of experience in administration, logistics, stock control, operations, or a related field.
  
• Experience in automotive, logistics, shipping, or supply chain operations will be an advantage.
  
• Good understanding of administrative and documentation processes.
  
• Strong proficiency in MS Office, particularly Excel.
  
• Ability to work independently as well as collaboratively within a team.
  

Key Skills

• Strong administrative and organizational skills
  
• Advanced MS Office skills
  
• Good analytical and critical-thinking abilities
  
• Process-oriented approach
  
• Strong attention to detail
  
• Good communication and interpersonal skills
  
• Effective coordination and collaboration
  
• Ability to manage multiple priorities
  
• Strong follow-up and problem-solving skills
  
• Ability to work in a fast-paced operational environment