Stock & Asset Controller

As the Stock & Asset Controller, you serve as the central operational backbone for HBD’s physical property portfolio and conservation grounds. Positioned at the intersection of inventory management, logistics, procurement, and maintenance coordination, you maintain rigorous control over all physical assets—from high-value landscape machinery and nursery stock to estate maintenance tools, event gear, and property infrastructure supplies.

You build and maintain structured tracking systems on monday.com, run rigorous stock audits, manage store rooms across multiple sites, oversee repairs, coordinate asset write-offs with Finance, and ensure all company property is accurately valued and fully insured. You guarantee that our operational teams—gardens, nursery, and property maintenance—always have the right tools, materials, and working equipment available to maintain the HBD aesthetic, protect conservation assets, and support tenant satisfaction.

Key Technical Focus Areas

1. Stock Takes, Theft Prevention & Discrepancy Reconciliation

• Stock Take Management: Design, schedule, and execute periodic (monthly, quarterly, and annual) physical stock takes across all sites, store rooms, tool sheds, and nursery depots.
• Stock Sheet Reconciliation: Match physical inventory counts directly against system stock sheets and monday.com master logs, identifying variances, missing items, and stock shrinkage.
• Theft & Loss Investigation: Actively audit high-risk and high-turnover items to detect and prevent theft. Investigate stock discrepancies, identify root causes (e.g., poor check-out compliance, misplacement, or theft), and implement corrective security measures.

2. Asset Lifecycle, Write-Offs, Sales & Finance Reconciliation

• Disposals & Write-Offs: Identify end-of-life, unserviceable, or damaged assets beyond repair. Formalise and submit write-off requests with documentation (repair quotes, inspection notes) for management approval.
• Asset Sales & Salvage: Coordinate the sale or trade-in of decommissioned machinery, excess equipment, or salvaged materials, ensuring all sales are properly recorded and authorised.
• Finance Reporting: Serve as the primary operational liaison to the Finance department. Report asset purchases, disposals, sales proceeds, and write-offs to ensure accurate fixed-asset registers and accounting reconciliations.

3. Multi-Source Valuations, Location Tracking & Specialised Insurance Management

• Multi-Source Valuation Coordination: Liaise with specialised third-party valuators (e.g., property valuers, art assessors, antique/specialised furniture experts) and equipment suppliers to establish accurate, current replacement values across all asset classes—ranging from general maintenance tools and plant stock to fine art and bespoke property furnishings.
• Dynamic Location & Risk Mapping: Track the exact physical location of every insured asset across commercial hubs, residential estates, nursery facilities, and transit routes. Ensure insurance policies accurately reflect where items are stored or deployed at any given time (on-site, in-transit, or off-site field use).
• Specialised & Short-Term Coverage: Manage specific policy extensions and endorsements, including short-term event coverage, high-value art/furniture transit, and specialised liability/risk scenarios (e.g., asbestos, structural hazards, or high-risk machinery operations).
• Broker & Finance Policy Alignment: Serve as the operational partner to insurance brokers and the Finance team, conducting periodic policy reviews to eliminate under-insurance or over-insurance, adjust premium schedules, and maintain compliant asset schedules.
• Claims Lifecycle & Evidence Gathering: Lead the operational recovery process for damaged, lost, or stolen items—assembling photographic proof, police reports, valuation certificates, purchase invoices, and movement logs to file and settle insurance claims swiftly.

4. Digital Asset Tracking & Store Room Custodianship (monday.com)

• Master Asset Register: Build, update, and maintain HBD’s master inventory registers on monday.com, ensuring full visibility of all physical assets, tools, nursery supplies, and estate hardware across all commercial and residential sites.
• Check-In / Check-Out Protocols: Implement and enforce daily tool and equipment checkout protocols for staff, contractors, and field teams.
• Barcoding & Field Scanning: Modernise physical stock checks by utilising QR code, barcode, and mobile scanning solutions (integrating with monday.com) to streamline field stock takes.
• Store Room Governance: Own the physical organisation, cleanliness, security, and accessibility of central store rooms, tool sheds, nursery depots, and maintenance yards.

5. Machinery Maintenance, Procurement & Operational Support

• Equipment Health & Servicing: Maintain service schedules for power tools, mowers, irrigation pumps, misting units, and property machinery, managing the end-to-end repair process with external service vendors.
• Reorder Points & Purchasing: Establish and maintain strict minimum reorder levels for high-turnover consumables (soil media, fertilisers, irrigation fittings, PPE, hardware, paint). Process purchase requests and verify incoming deliveries against delivery notes/invoices.
• Team & Event Support: Audit and prepare event equipment inventory prior to functions and track its safe return. Monitor and distribute Personal Protective Equipment (PPE) to enforce Health & Safety compliance.

The Escalation Chain: Stock, Asset & Financial Risk

• Level 1 (Direct Resolution): Independently resolve minor stock discrepancies, reorder standard consumables, issue tool repairs, and update monday.com inventory sheets.
• Level 2 (Theft, Asset Failure & Financial Variance): Escalate significant stock missing/theft, unresolvable stock-sheet variances, major equipment write-off requests, or insurance policy adjustments to the Operations Lead or Finance Team.
• Level 3 (Critical Operational & Insurance Breach): Escalate major store room break-ins, total failure of critical estate infrastructure, uninsured asset losses, or severe supply chain disruptions directly to the Head of Operations.

Job Requirements & Mindset

• Education: Diploma or Bachelor’s degree in Supply Chain Management, Logistics, Operations Management, Business Administration, or Finance/Asset Management.
• Experience: 3–5 years of hands-on experience in stock control, asset management, store room supervision, or audit/logistics—preferably across multi-site property, agricultural, commercial nursery, or facilities environments.

Technical Skills:

• Proficiency in monday.com an advantage (building boards, tracking workflows, setting up automations).
• Experience conducting formal physical stock takes, inventory reconciliations, and variance analysis.
• Practical understanding of fixed-asset registers, multi-class asset valuations (property, specialised furniture, art, machinery), write-off procedures, and end-to-end insurance claim management.
• Familiarity with specialised risk and insurance requirements, including short-term coverage extensions, transit risks, site-specific hazards (e.g., asbestos/hazardous materials), and location-based policy scheduling.
• Hands-on experience with mobile inventory scanning systems (barcoding/QR technologies).
• Proficiency in Google Workspace for stock reporting and finance data reconciliation.
• Practical understanding of mechanical, horticultural, and property maintenance equipment.

Mindset: Highly organised, methodical, and assertive—a natural auditor and system builder who enforces strict asset accountability, protects company resources against theft, and maintains flawless asset records.

Work Location: In person