Job Summary

The Property Controller is responsible for monitoring and controlling costs across all areas of The Tryall Club to maximize efficiency, profitability, and operational effectiveness. The position provides an effective system of internal controls to safeguard the Club's resources through the systematic review of daily transactions, inventory management, and financial reporting. The Cost Controller oversees inventory control processes, identifies cost-saving opportunities, ensures compliance with established procedures, and provides timely and accurate reports to management.

Qualifications & Requirements

• Bachelor's Degree in Hospitality Management, Accounting, Finance, or a related field.
• Minimum of five (5) years' experience in a similar position with extensive knowledge of inventory control systems.
• Strong accounting and financial analysis background.
• Experience implementing and maintaining internal control systems.
• Proficiency in Accounting Systems, Point of Sale (POS) Systems, and Cost & Inventory Management Systems.
• Excellent analytical, problem-solving, decision-making, and reporting skills.
• Strong time management and organizational skills.
• Excellent verbal and written communication skills.
• Ability to multitask while maintaining a high level of accuracy and attention to detail.
• Ability to work independently and collaboratively within a team environment.

Key Responsibilities

Cost Control & Financial Management

• Identify and minimize cost inefficiencies throughout all Club operations.
• Monitor Food & Beverage outlets to control wastage, pilferage, and operational inefficiencies.
• Prepare variance analyses for all departments and communicate findings to relevant stakeholders.
• Review and monitor cost of sales to ensure alignment with budgetary targets.
• Verify menu pricing within POS systems and ensure accurate pricing is maintained.
• Review restaurant and bar checks daily.
• Verify and ensure all complimentary transactions have the required approvals.
• Prepare and distribute daily Food & Beverage Reports to management.
• Prepare and distribute monthly Food & Beverage Reports to management.
• Conduct surprise audits and spot checks throughout Food & Beverage outlets.
• Ensure all menu items have approved recipes and costing information.
• Maintain confidentiality and security of departmental information.
• Provide accurate and timely operational reports to Department Heads and Senior Management.
• Continuously evaluate and improve internal control systems and procedures.

Inventory Management

• Maintain and update inventory records within ADACO and related systems.
• Create and update inventory items using approved product creation templates.
• Oversee inventory control processes across all Club inventory locations.
• Conduct daily inspections of all storage facilities to ensure:
  • Proper storage practices are followed.
  • No spoilage of inventory items.
  • Overstocking is avoided.
  • FIFO (First-In, First-Out) procedures are maintained.
  • Temperature logs are completed and monitored.
  • Fuel readings and reconciliations are completed daily.
  • Items nearing expiration are communicated promptly to relevant departments.
  • Expired items are written off in a timely manner.
  • Goods received are posted accurately and promptly.

Purchasing & Inventory Oversight

• Oversee the in-villa wine program.
• Liaise with the Chief Accountant to ensure all imported goods are fully costed before being entered into the inventory system.
• Ensure Accounting/Cost Control representation is present for all fuel deliveries, including diesel and LPG.

Daily Duties

• Review daily requisitions from all departments and outlets ensuring:
  • Proper authorization and approvals.
  • Required signatures are obtained.
  • Quantities issued align with approved requisitions.
• Perform daily walkthroughs of all storage areas and inventory locations.
• Communicate inventory discrepancies, concerns, and irregularities to the Chief Financial Officer.

Weekly Duties

• Conduct spot checks of Food & Beverage outlets to ensure compliance with policies and procedures.
• Implement and conduct bar par stock reviews.
• Verify fuel receipt processes and controls.

Monthly Duties

• Coordinate and oversee monthly inventory counts for all inventory locations.
• Review and approve monthly inventory reconciliations.
• Ensure all requisitions have been accurately and completely posted within inventory systems.

Additional Duties

• Perform additional duties and special projects as assigned by the Chief Financial Officer.
• Assist with process improvement initiatives and cost-saving strategies.
• Support operational and financial audits as required.

Service & Professional Standards

The successful candidate must:

• Maintain a professional, courteous, and service-oriented approach when interacting with Members, Guests, Homeowners, and Employees.
• Maintain regular attendance in accordance with Club standards.
• Uphold The Tryall Club's grooming, appearance, and uniform standards.
• Answer telephone calls promptly and professionally.
• Ensure workstations are monitored and organized at all times.
• Comply with all Club policies, procedures, and safety regulations.
• Promote a safe, efficient, and productive working environment.