Office & Stock Control Manager

Job description

Key Responsibilities

Team Leadership & Management

• Manage, mentor, and develop a team of Sales Administrators, Service Coordinators, and stock/inventory support personnel
• Set clear KPIs, monitor performance, and conduct regular reviews
• Foster a collaborative, accountable, and customer-focused team culture
• Coordinate workloads and ensure adequate coverage across all operational functions
• Support ongoing training and development to improve operational and stock management processes

• Operational Coordination
• Oversee order processing from quotation through to delivery, installation, and invoicing
• Ensure efficient scheduling of installations, maintenance, and service visits
• Coordinate closely with logistics, warehouse, and field service teams to ensure product availability and timely delivery
• Act as escalation point for operational issues impacting customers or internal teams
• Identify and implement process improvements to enhance operational efficiency and service quality

Stock Control & Inventory Management

• Take ownership of stock control processes for medical equipment, spare parts, and consumables
• Monitor inventory levels to ensure optimal stock availability while minimising excess or obsolete stock
• Oversee goods-in/goods-out processes and ensure accurate stock reconciliation
• Conduct regular stock audits and cycle counts to maintain inventory accuracy
• Investigate and resolve stock discrepancies, shortages, or inventory issues
• Work closely with procurement and suppliers to manage lead times and stock replenishment
• Ensure accurate tracking of loan equipment, demo stock, and field-based inventory
• Maintain inventory records within CRM/ERP systems and ensure data integrity
• Develop reporting on stock movement, stock ageing, inventory value, and stock performance metrics
• Support forecasting and demand planning activities based on sales and service requirements

Customer & Stakeholder Management

• Maintain strong relationships with key hospital clients across public and private sectors
• Ensure high standards of customer service and timely communication
• Liaise with sales, logistics, procurement, warehouse, and technical teams to ensure seamless operational delivery
• Handle escalations and resolve complex customer or supply-related issues
• Support customer expectations around product availability and delivery timelines

• Compliance & Documentation
• Ensure adherence to healthcare regulations, procurement frameworks, and company policies
• Maintain accurate records relating to orders, inventory, service logs, contracts, and compliance documentation
• Ensure traceability of medical devices and stock in line with regulatory requirements
• Support audits, quality assurance activities, and inventory compliance reviews

Systems & Reporting

• Oversee effective use of CRM/ERP systems for order processing, inventory tracking, and service scheduling
• Generate regular reports on operational and stock-related KPIs including:

• • • Stock accuracy
    • Inventory turnover
    • Order turnaround times
    • Service SLA adherence
    • Backorder levels
    • Stock valuation

• Use operational and inventory data insights to drive continuous improvement initiatives

• Financial & Commercial Support
• Support pricing, quotations, and tender submissions
• Monitor order margins, inventory holding costs, service costs, and operational efficiency
• Assist with budgeting and forecasting for administrative, service, and stock functions
• Identify opportunities to reduce waste, improve stock utilisation, and optimise purchasing processes

Key Skills & Experience

Essential

• Proven experience in office, operations, or inventory/stock management
• Experience managing administrative, coordination, or warehouse/stock teams
• Strong understanding of stock control and inventory management principles
• Excellent organisational and multitasking abilities
• Strong communication and stakeholder management skills
• Experience working with CRM/ERP systems and inventory management software
• High attention to detail with strong analytical and problem-solving capability

Desirable

• Experience in healthcare, medical devices, or hospital supply environments
• Familiarity with public sector procurement processes in Ireland
• Understanding of service coordination or field service operations
• Knowledge of healthcare regulatory or compliance requirements
• Experience managing technical inventory, spare parts, or regulated products

Personal Attributes

• Strong leadership presence with a hands-on approach
• Calm under pressure and able to manage competing priorities
• Process-driven with a continuous improvement mindset
• Commercially aware with strong operational focus
• Customer-focused with a commitment to service excellence
• Highly organised with strong attention to detail and inventory accuracy

Key Performance Indicators (KPIs)

• Order processing accuracy and turnaround time
• Inventory accuracy and stock reconciliation results
• Stock availability and backorder reduction
• Inventory turnover and stock ageing performance
• Service response and resolution times (SLA adherence)
• Customer satisfaction levels
• Team performance and engagement
• Process efficiency and cost-saving improvements
• Reduction in stock discrepancies and inventory losses