Store Officer

Job Overview

The Store Officer is responsible for efficiently overseeing the daily functioning of the school bookstore and inventory, ensuring that textbooks, uniforms, stationery, and other school-related supplies are readily available. This role maintains precise stock records, manages purchasing and sales transactions, supports financial controls, and provides excellent service to students, parents, and staff, adhering to both organizational financial policies and KHDA regulations.

Key Duties and Responsibilities

• Supervise daily bookstore operations to ensure smooth and customer-oriented service.
• Handle receiving, inspecting, unpacking, pricing, labeling, and stocking of textbooks, uniforms, stationery, and other merchandise.
• Keep accurate inventory records, ensuring all stock movements are logged in the official GEMS systems.
• Monitor inventory levels and coordinate orders aligning with the curriculum and operational demands.
• Conduct periodic stock counts and verifications to reconcile physical stock with system data.
• Identify and address inventory discrepancies promptly with required documentation.
• Secure storage of inventory following school procedures.
• Raise Purchase Orders through the approved procurement system; process goods receipts, returns, adjustments, and transfers with precision.
• Ensure authorization and documentation supports all inventory transactions.
• Operate the Point of Sale system to accurately handle customer purchases.
• Provide monthly inventory reports and assist finance with reconciliations and accounting tasks.
• Assist in budget planning related to bookstore and stock needs.
• Deliver professional and efficient customer service, assisting with purchases and inquiries.
• Maintain clean, organized, and attractive merchandise displays in the bookstore.
• Comply with all finance policies, procurement rules, internal controls, and KHDA refund policies, securing necessary approvals for exceptions.
• Document all inventory issuances, write-offs, and adjustments appropriately for audit purposes.
• Support printing and ordering for school publications and materials.
• Exemplify organizational core values, maintain confidentiality, take part in training, and attend relevant meetings.
• Provide support to the finance and operations teams during busy periods and perform additional duties as required by management.

Required Skills and Competencies

• Experience in managing bookstores, warehouses, or inventory systems.
• Strong knowledge of inventory control, stock reconciliation, and store handling procedures.
• Familiarity with ERP systems, especially Microsoft Dynamics 365, alongside other GEMS applications.
• Proficiency in Microsoft Office with emphasis on Excel.
• High numerical accuracy and meticulous attention to detail.
• Excellent organizational and time management abilities.
• Effective problem-solving and analytical skills.
• Ability to work independently and collaboratively within a team environment.
• Superior customer service and communication skills in English, both written and oral.
• Ability to handle confidential information with integrity and discretion.

Desirable Qualifications

• Previous experience in a school environment.
• Understanding of KHDA regulations relating to textbooks and refund policies.
• Background in education or retail operations is advantageous.