OCEAN - Inventory Manager

JOB DESCRIPTION

INVENTORY MANAGER

 

A VIKING LEADERSHIP ROLE

As a Viking Shipboard Leader, you represent Viking’s values and leadership philosophy (Hávamál). You are a hospitality professional who demonstrates passion for excellence, who takes ownership for your areas of responsibility, and who believes in empowering your team with the skills, knowledge and tools to succeed. You are an exceptional role model for the Viking Family and have strong motivation to achieve the company’s goals and objectives. You are flexible, stress resistant, focused, and a truly committed team member.

 

PURPOSE OF POSITION

  • The Inventory Manager controls and manages all aspects relating to the Inventory Department, stores, replenishment and personnel, ensuring efficient and effective results.
  • It is your responsibility to create a friendly, guest-oriented service culture to ensure guest satisfaction and repeat business, which in turn, will increase revenue and profitability of the company.

 

YOUR RESPONSIBILITIES

  • Prepare all Order Requests for Hotel Stores items; follow up on all hotel orders to make sure that orders are prepared in due time and submitted to the Logistics Department correctly and in a timely manner; crosscheck daily department requisitions to ensure that all data is correctly entered into the inventory system by the Provision Master and Hotel Storekeeper; in conjunction with the Provision Master and Hotel Storekeeper, attend physical inventories.
  • Coordinate the physical receipt and handling of goods on loading days by arranging adequate staff to support the Hotel Store Team and ensuring that products are distributed and stored correctly and in a timely manner; oversee all equipment receiving procedures; crosscheck invoices and actual deliveries, in coordination with the respective Department Heads, to ensure that the correct items are delivered.
  • Review all equipment being used in the Hotel Stores and report non-functioning equipment to the Technical Department, as per Viking’s Standard Operating Procedures; implement and follow up on correct Stock Rotation Procedures and ensure that first-in first-out (FIFO) regulations are in place.
  • Review onboard stock levels of Food and Beverage (F&B) and hotel supplies in order to ensure that minimum stock levels are kept onboard.
  • Work closely with Department Heads to ensure that all products required for operation are onboard at all times and that products are being used, accordingly; assist all Department Heads with the preparation of future orders, if necessary, and provide regular updates with regards to budgets, future orders and stock holdings etc.; provide a short financial overview and forecast to the Financial Officer and Hotel General Manager, when orders are being sent for approval.
  • Inform the Hotel General Manager and relevant Heads of Department of slow and non-moving items in the Hotel Stores and make suggestions to use these items.
  • Be familiar with the Human Resources Manual & Shipboard Training; have an in-depth understanding of the working hours policies & procedures; be familiar with crew contracts and work schedule hours/week, to maintain working hours paperwork and if necessary, correct entries for payroll.
  • Lead and support a multi-cultural team, maximizing crew satisfaction, productivity and retention; meet with Team Leaders on a daily basis for “The Daily Reunion”, to provide feedback & operational updates as well as to ensure that your department is performing to Viking’s STAR Service Standards.
  • Provide the necessary guidance/training and information to the Hotel Store Team, in accordance with company standards and operational needs.
  • Provide competent leadership to all direct reports. Responsibilities include, but are not limited to: Conducting performance reviews, including discipline as needed, ensuring Maritime Labor Convention (MLC) compliance and onboard training, succession planning, crew communication and recognition.
  • Ensure that relevant crew wears Personal Protective Equipment (PPE) at all times during relevant activities (e.g. loading). Always use correct lifting techniques to prevent injuries.
  • Uphold impeccable grooming standards within your team at all times by complying with Viking’s Image and Uniform Standards; ensure that company property is appropriately secured and protected, especially during rough weather conditions, in order to prevent unnecessary loss or damage.
  • Become knowledgeable and ensure your team are knowledgeable about itinerary-related ports of call, shore excursions and shipboard activities such as events, entertainment and programs.
  • Positively contribute to achieving/succeeding Inventory KPI goals (quality & financial) for the Inventory Department; have full knowledge about safety & security procedures and can operate in line with all Public Health, Environmental and Safety & Security Policies; participate in all training concerning onboard training, safety & security, fire prevention, evacuation exercises as required by the company.
  • Perform additional duties, upon instruction from supervisors.

This document describes the primary activities, duties and responsibilities of this position. Your manager or supervisor may assign additional duties and responsibilities to you.

 

YOUR PROFILE:

  • A required minimum of 2-3 contracts completed onboard a ship as an Inventory Manager, Stores Manager or Provision Master. Shipboard experience is required.
  • Extensive knowledge of hotel food, beverages, consumables, uniforms, chemicals and equipment are required; must have experience in storeroom operations including the successful identification of expense reduction through cost control, waste management and spoilage/breakage control.
  • Fluent in English - must be able to address any kind of information in an adequate manner with excellent oral and written English communication skills – the ability to speak an additional language is an advantage.
  • Must have experience in material management systems, experience in MXP is preferred; strong administration skills are preferred and must be proficient with PC based databases, spread sheets, and word processing systems; flexible, stress resistant, committed team player.
  • Guest-focused, service-oriented, positive personality, professional appearance and impeccable hygiene standards are required, with excellent knowledge of all Public Health Policies; team builder with exceptional work ethic, motivational skills and coaching abilities.

 

GUIDELINES AND REGULATIONS

  • Implement Standard Operating Procedures & STAR Service Standards within the department.
  • Ensure appropriate appearance and clothing according to the updated Grooming Standards.
  • The company reserves the right to change/extend this job description if necessary, at any point of time during her/his employment.

 

Position:                                          Inventory Manager        

Supervisor:                                     Financial Officer

Head of Department:                   Financial Officer

Direct reports:                               Direct reports:                               Provision Master, Assistant Provision Master, Hotel Storekeeper, Storekeeper

“As for conditions — in terms of contracts, special benefits and vacations during the season — Viking is far above average within the industry.”


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