Cost Control Compliance & Administration Officer

The Cost Control Compliance & Admin Officer ensures cost efficiency, inventory accuracy, and compliance with financial, operational, and food safety standards across all properties, supporting effective reporting, procurement controls, and system governance.

Job Summary

The Cost Control Compliance & Administration Officer ensures cost efficiency, inventory accuracy, and compliance with financial, operational, and food safety standards across all properties. The role supports accurate reporting, strong procurement controls, system integrity, and acts as a key liaison for audits and compliance.

Key Responsibilities

Inventory & Cost Control

• Manage inventory levels across all stores and outlets.

• Conduct monthly, cycle, and spot inventories; reconcile variances.

• Analyse F&B costs against theoretical usage and investigate discrepancies.

• Monitor slow-moving, non-moving, and near-expiry stock.

• Implement ABC analysis and consumption tracking to support procurement planning.

Procurement & Invoice Management

• Review and verify purchase orders, GRNs, and invoices prior to approval.

• Ensure accurate PO/GRN/invoice matching and timely submission to Accounts Payable.

• Maintain vendor data and ensure procurement policy compliance.

• Follow up on credit notes, pricing discrepancies, and outstanding invoices.

Systems & Data Management

• Maintain accurate master data (items, vendors, UOMs, cost centres, GL codes).

• Ensure system accuracy and integration across inventory, accounting, and POS platforms.

• Manage user access, approval hierarchies, recipe costing, par levels, and reorder points.

• Support system enhancements and material management projects.

Policy Compliance & Reporting

• Enforce all cost control, procurement, inventory, waste, and month-end policies.

• Ensure HACCP compliance in receiving and storage areas.

• Produce regular cost, variance, and inventory reports.

• Investigate losses, non-compliance, and control breaches.

• Support month-end close and inter-departmental reconciliations.

Training & Continuous Improvement

• Train teams on SOPs, inventory procedures, and cost awareness.

• Conduct internal audits and recommend efficiency improvements.

• Collaborate with department heads on cost performance and budget control.

• Participate in regular cost and purchasing review meetings.

Systems Expertise (Advantage)

• Inventory Systems: Yellow Dog, Adaco, SAP, BirchStreet or similar

• Accounting Systems: SUN, Data Plus or similar

• POS Systems: MICROS, Toast or similar

• Advanced MS Excel and reporting tools

Qualifications & Experience

• Bachelor’s degree in Finance, Accounting, Supply Chain, or Hospitality Management

• 3–5 years’ experience in cost control, inventory, or procurement within hospitality/F&B

• Strong knowledge of HACCP, procurement cycles, and cost management systems

• Proven experience in system integration and analytical reporting

• Excellent attention to detail, communication, and organisational skills

Core Competencies

• Cost optimisation and financial analysis

• Policy compliance and governance

• Problem solving and investigative thinking

• System proficiency and data accuracy

• Cross-functional collaboration