Job Description

The Inventory & Fixed Asset Controller is responsible for managing, monitoring, and reporting all inventory movement, stocks, and fixed assets across all Santepheap Dental Clinic branches.
This role ensures accuracy, accountability, ISO compliance, and timely reporting to support operational effectiveness and financial transparency.

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Requirement

2. Key Responsibilities

A. Inventory Management

• Maintain accurate and up-to-date records of stock-in and stock-out for all clinical supplies, consumables, and merchandise.

• Conduct weekly and monthly stock counts at all branches and reconcile differences.

• Monitor stock usage and highlight unusual or excessive consumption to management.

• Coordinate with procurement to ensure proper inventory replenishment cycles.

• Prepare Monthly Inventory Report for Finance and Operations.

• Ensure proper storage, labeling, and expiry tracking for all consumables.

• Implement and monitor First-in First-out (FIFO) and First-Expire First-Out (FEFO) practices.

• Review and verify Plato system and Excel inventory records for completeness and accuracy.

B. Fixed Assets Control

• Maintain the Fixed Asset Register for all branches (SDHQ, SD1–SD5).

• Assign and monitor asset tag numbers for identification and tracking.

• Conduct quarterly and annual fixed asset physical verification.

• Prepare and update the Fixed Asset Listing for audit and management.

• Process asset lifecycle activities:

  • New asset registration

  • Asset transfer between branches

  • Asset disposal request & documentation

• Ensure each asset user signs the PPE Assignment Form.

• Manage the PPE Transfer Form during relocation of equipment.

• Document and report damaged or lost assets, coordinate with Finance for write-off and replacement.

C. Reporting & Documentation

• Prepare monthly Inventory & Fixed Asset Summary Report.

• Support Finance with information for:

  • Month-end closing

  • Cost allocation by branch

  • Depreciation schedules

• Maintain all documentation in line with ISO 9001:2015 (Clause 7.5 – Documented Information).

• Provide accurate data to internal and external auditors when required.

D. Compliance & Internal Controls

• Ensure all inventory and asset activities follow:

  • Finance policies

  • Cash and procurement policy

  • Fixed Asset Policy & SOP

  • ISO 9001:2015 requirements

• Identify risks, shortages, and non-compliance issues and escalate to Finance Manager.

• Monitor staff adherence to asset handling responsibilities and recommend corrective actions.

4. Job Requirements

Education

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.

Experience

• Minimum 2 years experience in inventory, fixed assets, accounting, or audit.

• Experience in dental, medical, or retail industry is a plus.

Skills & Competencies

• Strong Microsoft Excel and data management skills

• Knowledge of accounting or inventory software

• Understanding of fixed asset and stock control principles

• Strong organizational and analytical skills

• Ability to conduct branch visits and perform physical checks

• High integrity and attention to detail

• Knowledge of ISO 9001:2015 is an advantage

 

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What We Offer

• Primarily based at HQ; required to travel to all branches for stock count and asset verification.

• May involve occasional weekend work (e.g., stock count or audit preparation).

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