Job Purpose

To efficiently manage the day-to-day operations of the school bookstore and inventory, ensuring the timely availability of textbooks, uniforms, stationery and other school supplies. The role is responsible for maintaining accurate stock records, processing purchases and sales, supporting financial controls, and delivering excellent customer service to parents, staff and students while ensuring compliance with GEMS Finance policies and KHDA regulations.

Key Responsibilities

Bookstore & Inventory Management

• Manage the day-to-day operations of the school bookstore, ensuring an efficient and customer-focused service.
• Receive, inspect, unpack, price, label and stock textbooks, uniforms, stationery and other school merchandise.
• Maintain accurate inventory records and ensure all stock movements are recorded in the approved GEMS systems.
• Monitor stock levels and coordinate textbook and stationery orders in line with curriculum and operational requirements.
• Conduct regular stock counts and periodic inventory verification to ensure physical stock matches system balances.
• Investigate and resolve inventory discrepancies promptly, maintaining appropriate supporting documentation.
• Ensure all inventory is stored securely and in accordance with school procedures.

Financial & Systems Administration

• Raise Purchase Orders (POs) through the approved GEMS procurement system.
• Process Goods Receipts (GRNs), returns, stock adjustments and inter-unit transfers accurately.
• Ensure all inventory transactions are properly authorised and supported by appropriate documentation.
• Operate the Point of Sale (POS) system and accurately process customer transactions.
• Provide Finance with monthly reconciled inventory reports and stock balances.
• Support the Finance Department with inventory reconciliations and day-to-day accounting activities as required.
• Assist in budget preparation relating to bookstore and inventory requirements.

Customer Service

• Provide a professional, courteous and efficient service to parents, students and staff.
• Assist customers with textbook, stationery and uniform purchases and respond to enquiries promptly.
• Maintain attractive merchandise displays and ensure the bookstore remains clean, organised and welcoming.

Compliance & Governance

• Ensure all bookstore operations comply with GEMS Finance policies, procurement procedures and internal controls.
• Ensure KHDA refund policies are consistently applied and all exceptions have the required approvals.
• Ensure all inventory issuances, write-offs and adjustments have appropriate documentation and management approval.
• Maintain accurate records to support internal and external audits.
• Support printing and ordering requirements for school publications, reports, diaries, letterheads and similar materials.

General Responsibilities

• Demonstrate and promote the GEMS Core Values in all interactions.
• Maintain confidentiality and professionalism at all times.
• Participate in relevant training and professional development opportunities.
• Attend meetings and undertake additional duties as reasonably requested by the Finance Manager, School Operations Manager (MSO) or Principal.
• Support the wider Finance and Operations team during peak operational periods.

Skills & Competencies

Essential

• Experience in bookstore, stores, warehouse or inventory management.
• Good knowledge of inventory control, stock reconciliation and store handling procedures.
• Experience using ERP systems, preferably Microsoft Dynamics 365 (D365) and other GEMS applications.
• Proficient in Microsoft Office, particularly Excel.
• Strong numerical accuracy and attention to detail.
• Excellent organisational and time management skills.
• Good problem-solving and analytical skills.
• Ability to work independently while contributing effectively as part of a team.
• Excellent customer service skills.
• Good written and spoken English communication skills.
• Ability to maintain confidentiality and work with integrity.

Desirable

• Previous experience within a school environment.
• Knowledge of KHDA regulations relating to school refunds and textbook processes.
• Experience working within education or retail operations.