Position Summary
The Office Manager / Inventory Systems Coordinator is responsible for maintaining the accuracy and integrity of inventory data within Odoo ERP while supporting administrative and operational functions throughout the organization. This position serves as the primary administrator for inventory transactions involving raw materials, packaging materials, work-in-process, and finished goods. The role works closely with the Warehouse Manager to ensure inventory accuracy, lot traceability, and timely reporting.
Essential Duties and Responsibilities
Inventory Management & Odoo Administration
- Serve as the primary administrator and subject matter expert for the Odoo inventory system.
- Maintain accurate inventory records for raw ingredients, commodities, packaging materials, and finished goods.
- Create and maintain item master data including product descriptions, item codes, units of measure, lot numbers, and specifications.
- Process inventory transactions including receipts, transfers, adjustments, consumption, and finished goods entries.
- Monitor inventory levels and assist with replenishment planning.
- Investigate and resolve inventory discrepancies.
- Ensure proper lot number and traceability information is maintained within the system.
- Generate inventory reports for management review.
- Support physical inventory counts, cycle counts, and inventory reconciliations.
- Assist with inventory forecasting and stock level analysis.
Warehouse & Operations Support
- Work alongside the Warehouse Manager to maintain inventory accuracy and operational efficiency.
- Verify receiving documentation and inventory entries.
- Support shipping documentation and finished goods inventory tracking.
- Coordinate inventory corrections and adjustments as approved.
- Assist with monitoring FIFO and FEFO inventory practices.
- Maintain records related to inventory movement and storage.
Administrative Responsibilities
- Provide administrative support to the Vice President and management team.
- Prepare reports, spreadsheets, presentations, and operational summaries.
- Maintain filing systems and company records.
- Assist with customer, supplier, and internal communications.
- Coordinate office supplies and administrative resources.
- Support special projects and continuous improvement initiatives.
Reporting & Analysis
- Generate weekly and monthly inventory reports.
- Monitor inventory trends and identify opportunities for improvement.
- Prepare inventory valuation and usage reports as requested.
- Support management with operational data and KPI reporting.
- Assist in maintaining inventory-related metrics and dashboards.
Authority
- Maintain inventory records within Odoo.
- Initiate investigations of inventory discrepancies.
- Recommend inventory corrections and process improvements.
- Generate and distribute inventory reports to management.
- Coordinate inventory-related administrative activities.
Success Measures
- Inventory accuracy maintained at established company targets.
- Timely completion of inventory transactions and reporting.
- Accurate lot traceability and recordkeeping.
- Successful completion of physical inventory reconciliations.
- Effective support of warehouse, operations, and management teams.