Warehouse Coordinator

Role Purpose

The Warehouse and Inventory Coordinator is responsible for the end-to-end management of stock moving through the Kusini Water warehouse, including, but not limited to all kiosk stock and maintenance materials, as well as retail stock for owned kiosks. This role ensures that all stock is received, recorded, and allocated accurately.

This is a hands-on coordination role spanning warehouse coordination, stock control, project allocation, and procurement, with all stock movements managed through the OODA system. The role is expected to bring discipline and visibility to inventory, ensuring that stockholding, allocation, and ordering practices remain accurate and reliable.

Key Responsibilities

1. Warehouse Coordination

•   Maintain an organised, safe, and accurate warehouse environment.

•   Check in all incoming stock against purchase orders and delivery notes, inspecting for quantity, quality, and damage before recording receipt.

•   Check out stock accurately against kiosk projects, maintenance, or retail dispatch requests, ensuring correct items and quantities leave the warehouse.

•   Conduct regular physical stock counts and reconcile against system records, investigating and resolving any discrepancies.

2. Stock Allocation & Project Coordination

•   Allocate stock to specific projects via job cards (e.g. new kiosk installations, maintenance jobs, retail kiosk) in line with approved requests and priorities.

•   Maintain clear visibility of which stock has been allocated to which project, kiosk, or job card at all times.

•   Coordinate with the Technical Manager, Technical Project Coordinator, Retail team to confirm allocation requirements and timelines.

•   Flag allocation conflicts or shortages early where demand from multiple projects exceeds available stock.

 

3. Inventory Planning & Control

•   Set and maintain minimum/maximum stock levels for both parts and retail stock lines, based on demand patterns and lead times.

•   Monitor stock usage trends and flag items at risk of stock-out before they impact maintenance turnaround, installations, or kiosk retail sales.

•   Support planning for inventory needs tied to new kiosk installations.

4. Procurement

•   Raise purchase orders for parts, materials, and retail stock in line with approved budgets and inventory thresholds.

•   Source and maintain relationships with reliable suppliers, obtaining quotes and comparing pricing, quality, and lead times.

•   Track outstanding orders and proactively follow up on delayed deliveries that could affect maintenance, installation, or retail availability.

•   Maintain supplier and pricing records to support cost control and informed purchasing decisions as volumes grow.

5. Systems & Reporting

•   Maintain all stock invoices, allocations, dispatches, and adjustments accurately and promptly in the OODA system.

•   Provide the Technical Manager with regular reporting on stock levels, allocations, procurement status, and any risks to delivery.

•   Maintain clear, organised records of stock movements, purchase orders, and supplier performance.

Success Measures

•   Stock availability for planned installations and maintenance and retail stock (low rate of delays or stockouts caused by missing parts or stock).

•   Accuracy of inventory and allocation records in OODA (low variance between system stock and physical stock counts).

•   Timeliness and accuracy of stock allocation to projects, with minimal allocation conflicts or errors.

•   Procurement turnaround time from order raised to stock received.

Qualifications & Experience

•   Experience in warehouse coordination, inventory control, or procurement, ideally within a technical or utilities environment.

•   Working knowledge of stock control systems and basic procurement processes (purchase orders, supplier follow-up, goods receiving and dispatch); experience with an inventory or warehouse management system (e.g. OODA or similar) is an advantage.

•   Strong organisational skills and attention to detail, with the ability to manage multiple stock lines, projects, and orders simultaneously.

•   Clear communicator, able to coordinate effectively with technical, retail, project, and supplier contacts.

•   Valid driver's licence and willingness to travel periodically to kiosk sites or supplier premises.