Coffee Storekeeper

Job Title: Coffee Storekeeper

1. Job Purpose

The Coffee Storekeeper is responsible for receiving, properly storing, handling, issuing, and maintaining physical inventory control of coffee stored in the company’s warehouse.

The main purpose of the position is to ensure that all coffee stocks are accurately identified, properly organized, safely stored, and protected from shortages, damage, deterioration in quality, mixing, and unauthorized movement.

1. Key Duties and Responsibilities

2.1 Coffee Receiving

Receive coffee delivered to the warehouse in accordance with the company’s approved procedures and operating standards.

Verify the quantity of received coffee against delivery documents, purchase documents, and weighing records.

Ensure that all received coffee is accurately recorded and supported by the required documentation.

Work closely with the Quality Control Team during the receiving and inspection process.

Ensure that each coffee lot is properly identified by origin, type, grade, supplier, date, and lot number.

2.2 Coffee Storage and Organization

Ensure that coffee is properly arranged, stacked, and organized within the warehouse.

Clearly separate and identify different coffee types, grades, origins, and lots.

Ensure that all coffee bags are properly labeled and can be easily traced.

Apply the FIFO (First-In, First-Out) inventory management system where applicable.

Maintain adequate space between stock stacks and warehouse walls to facilitate inspection, cleaning, ventilation, and safety.

Protect coffee from moisture, contamination, pests, fire, theft, and other potential risks.

2.3 Coffee Issuing and Movement

This responsibility includes transferring coffee to the processing department.

Issue coffee only against properly authorized and approved documents.

Verify that the quantity of coffee issued corresponds with the approved warehouse issue or transfer documents.

Record all physical movements of coffee, including transfers to processing areas, other warehouses, and locations designated for export preparation.

Ensure that no coffee leaves the warehouse without proper authorization.

Work closely with the Coffee Store Accountant to reconcile physical coffee movements with inventory records.

Participate in receiving processed or returned coffee as required.

2.4 Inventory Control

Maintain accurate Bin Cards/Stock Cards for each coffee lot.

Update physical inventory records immediately whenever coffee is received or issued.

Conduct regular physical inventory checks.

Participate in weekly, monthly, and periodic stock counts.

Immediately report any shortage, surplus, damaged bags, or other discrepancies to the Warehouse Manager.

Participate in the reconciliation of physical inventory with the records maintained by the Coffee Store Accountant.

2.5 Coffee Quality and Condition Monitoring

Regularly inspect the condition of coffee stored in the warehouse.

Check for moisture, leakage, damaged bags, contamination, pests, mold, or any other signs of quality deterioration.

Immediately report any quality or storage-related problems to the Warehouse Manager and Quality Control Team.

Segregate damaged or suspected coffee from other stock until an appropriate decision or further action is taken.

2.6 Warehouse Safety and Cleanliness

Maintain cleanliness and good warehouse management practices within the coffee warehouse.

Ensure that coffee bags are safely stacked, stored, and handled.

Follow fire prevention and workplace safety procedures.

Ensure proper control of warehouse entry and exit and prevent unauthorized persons from accessing the warehouse.

Immediately report any safety or security incidents or risks.

2.7 Documentation and Reporting

The Coffee Storekeeper shall maintain and submit the following records and reports:

Coffee Receiving Register

Coffee Issuing Register

Bin Card / Stock Card

Daily Physical Inventory Report

Coffee Transfer Register

Damaged or Missing Coffee Report

Warehouse Inspection Register