Reports To: Procurement Manager / Inventory Control Manager
Job Summary
- The Store Inventory Library Officer is responsible for the absolute integrity, standardization, and upkeep of the Master Item Library on the company’s Enterprise Resource Planning ERP platform.
- Because a construction company deals with thousands of highly specific components, ranging from structural steel and civil materials to complex Mechanical, Electrical, and Plumbing MEP fittings, this role ensures that every item has a unique, unambiguous, and technically accurate profile.
- By maintaining a "single source of truth," this officer ensures that the Procurement team purchases exactly what the engineering and project teams require, and that the Store/Warehouse teams can track inventory flawlessly, eliminating confusion, stock duplication, and procurement delays.
Key Responsibilities
ERP Master Data & Library Management:
- Establish & Maintain the Library: Act as the primary gatekeeper for the ERP Stock Item Library, ensuring all data entries follow strict corporate cataloging standards and taxonomy frameworks.
- Item Creation & Classification: Review, validate, and approve all requests for new item creation on the ERP platform. Categorize items logically into standardized asset groups e.g., Civil, MEP, Finishes, Tools, Plant & Machinery to ensure seamless filtering, tracking, and financial reporting.
- Data Cleansing & De-duplication: Regularly audit the ERP item library to identify, merge, or archive duplicate items, obsolete parts, or poorly formatted entries, maintaining database hygiene.
- Unit of Measure UoM Standardization: Ensure strict consistency in UoMs e.g., bags vs. tons for cement; meters vs. running feet for cables to prevent procurement quantity errors and subsequent inventory discrepancies.
Technical Specification & Description Management:
- Standardize Naming Conventions: Implement and enforce a structured naming system Noun, Attribute 1, Attribute 2, Specification so items are easily searchable e.g., "Screw, Hex Head, M10, 50mm, Galvanized" instead of generic descriptions like "screw".
- Technical Validation: Collaborate with Project Engineers, Estimators, and Quality Control to input precise technical specifications, material grades, standards e.g., ASTM, BS, dimensions, and manufacturer part numbers into the ERP.
- Visual & Technical Documentation: Where applicable, attach technical data sheets, drawings, compliance certificates, or reference images to the ERP item profiles to assist storekeepers in physical verification upon delivery.
Recommended Qualifications & Skills Educational Background
- Bachelor’s Degree: In Data Management, Information Systems, Supply Chain Management, Logistics, Business Administration, or a closely related field.
- Minimum 3–5 years of direct experience in Master Data Management MDM, ERP Cataloging, Inventory Control, or Technical Catalog Management.
- Alternative Engineering Advantage: A Diploma or Degree in Civil, Mechanical, or Electrical Engineering combined with a strong data affinity is highly valued, as an understanding of technical construction materials is central to this role. Professional Experience
- Industry Background: Proven experience working within the construction, civil engineering, MEP contracting, or heavy manufacturing industries is strongly preferred due to the high complexity of material specifications.
Technical & System Competencies:
- ERP Platforms: Hands-on proficiency with major ERP systems.
- Advanced Excel Skills: Exceptional proficiency in Microsoft Excel including XLOOKUP/VLOOKUP, Power Query, Pivot Tables, text-to-columns, and data validation rules for large-scale data manipulation, cleansing, and bulk uploading.
- Cataloging Standards: Familiarity with international coding and classification standards is highly advantageous.
Core Soft Skills:
- Obsessive Attention to Detail: A misplaced decimal point, wrong code, or incorrect material grade e.g., Grade 460 vs Grade 500 rebar can lead to critical site delivery errors and thousands of dollars in losses; precision is non-negotiable.
- Analytical & Systematic Thinking: The ability to take unstructured, inconsistent legacy data from various job sites and organize it into a clean, logical database architecture.
- Effective Cross-Functional Communication: The ability to liaise comfortably between technical project engineers, non-technical storekeepers, and commercial procurement agents.
