Coffee Storekeeper

Position: Coffee Storekeeper

Department: Finance

Reports To: Coffee Department Finance Head

Location: ROMEL Coffee Processing Plant, Gelan

Employment Type: Full-Time, Permanent

No. Required: 2

1. JOB PURPOSE

The Coffee Storekeeper is responsible for the receiving, storage, identification, preservation, issuing, counting, and documentation of coffee and warehouse materials at ROMEL Coffee.

The position ensures that green coffee, processed coffee, packaging materials, spare parts, consumables, and other warehouse items are properly stored, accurately recorded, protected from contamination or deterioration, and issued only against authorized requests.

The Storekeeper plays a critical role in maintaining stock accuracy, coffee traceability, warehouse hygiene, product quality, and uninterrupted coffee processing and export operations.

2. KEY RESPONSIBILITIES

A. Coffee Receiving & Storage

• Receive green coffee and other coffee products from approved suppliers, collection centers, production areas, or other authorized sources.
• Verify quantities against delivery notes, warehouse receiving documents, purchase orders, and other supporting documents.
• Check coffee bags for damage, contamination, moisture exposure, or other abnormalities.
• Ensure coffee is properly identified by:
  • Coffee type
  • Origin/source
  • Supplier
  • Lot/batch number
  • Grade
  • Quantity
  • Receiving date
  • Storage location
• Store coffee according to approved warehouse procedures.
• Maintain proper separation of different coffee lots, grades, origins, and qualities.
• Apply FIFO/FEFO principles where applicable and ensure proper stock rotation.
• Maintain adequate spacing between coffee bags, walls, and floors to support ventilation, inspection, cleaning, and pest control.

B. Coffee Traceability

• Maintain accurate records that allow every coffee lot to be traced from receipt through storage, processing, transfer, and dispatch.
• Ensure lot numbers and stock identification are maintained throughout warehouse operations.
• Prevent mixing of different lots unless formally authorized.
• Immediately report discrepancies in coffee lot identification, quantity, quality, or documentation.

C. Warehouse Operations

• Receive, inspect, store, and issue:
  • Green coffee
  • Processed coffee
  • Packaging materials
  • Cartons and bags
  • Labels
  • Pallets
  • Cleaning materials
  • Production consumables
  • Spare parts and maintenance materials
  • Office and general supplies
• Arrange materials in designated locations for easy identification and retrieval.
• Maintain warehouse bin/location systems.
• Ensure all stock is properly labeled.
• Keep warehouse aisles, storage areas, and emergency exits clear.

D. Stock Issuing

• Issue materials only against properly approved Store Requisition/Material Issue Notes.
• Verify quantities before releasing items.
• Record all stock movements immediately and accurately.
• Obtain signatures or electronic confirmation from authorized recipients.
• Ensure production materials are issued according to approved production requirements.

E. Inventory Control

• Maintain accurate stock cards, bin cards, ERP records, or other inventory records.
• Conduct daily, weekly, monthly, and periodic stock counts as instructed.
• Participate in physical inventory and annual stocktaking.
• Investigate differences between physical stock and system records.
• Report shortages, excesses, damaged items, expired materials, and slow-moving stock.
• Maintain minimum and maximum stock levels for applicable materials.
• Support the Inventory Controller in preparing inventory reports.

F. Quality, Hygiene & Food Safety

• Maintain high standards of warehouse cleanliness and hygiene.
• Ensure coffee is protected from:
  • Moisture
  • Water leakage
  • Dust
  • Chemicals
  • Odors
  • Pests
  • Direct contamination
• Keep food-grade coffee completely separated from chemicals, fuels, lubricants, and other hazardous materials.
• Follow ROMEL Coffee's food safety, quality, HACCP, GMP, and warehouse procedures.
• Report any suspected contamination or quality deterioration immediately.
• Support pest-control inspections and corrective actions.

G. Dispatch & Loading

• Prepare coffee and materials for dispatch according to approved dispatch documents.
• Verify quantity, lot number, grade, packaging condition, and destination before loading.
• Coordinate with logistics and transport teams during loading.
• Ensure dispatched quantities are accurately recorded.
• Verify that trucks/containers are clean and suitable for transporting coffee where applicable.

H. Documentation & Reporting

Maintain accurate records including:

• Goods Receiving Notes (GRN)
• Store Requisition Forms
• Material Issue Vouchers
• Stock Cards/Bin Cards
• Coffee Lot Records
• Transfer Notes
• Dispatch Documents
• Physical Count Sheets
• Damage/Discrepancy Reports
• Warehouse inspection records

Prepare periodic reports on:

• Opening stock
• Receipts
• Issues
• Transfers
• Closing stock
• Damaged stock
• Stock discrepancies
• Slow-moving/non-moving stock
• Coffee lot status

3. COFFEE-SPECIFIC RESPONSIBILITIES

The Storekeeper shall have particular responsibility for ensuring that:

1. Coffee lots are clearly identified and physically separated.
2. Green coffee is stored in appropriate, clean, dry, ventilated conditions.
3. Coffee is protected from moisture, pests, contamination, and strong odors.
4. Coffee bags are stacked safely and systematically.
5. Coffee lot numbers and quantities are correctly recorded.
6. Coffee movements between warehouse, processing, production, and export areas are documented.
7. Physical stock is reconciled against records regularly.
8. No coffee is released without proper authorization.
9. Any suspected quality issue is immediately reported to the Quality Control/Quality Assurance Department.
10. Coffee traceability records are maintained throughout the warehouse process.

4. INTERNAL CONTROL RESPONSIBILITIES

The Storekeeper must ensure that:

• No unauthorized person accesses restricted warehouse areas.
• Keys/access controls are properly managed.
• Stock receipts and issues are supported by approved documents.
• Physical stock and records are regularly reconciled.
• Damaged or rejected materials are segregated and clearly identified.
• Stock adjustments are made only with proper authorization.
• Warehouse records are complete, accurate, and available for audit.

5. HEALTH, SAFETY & SECURITY

• Follow all workplace health and safety procedures.
• Use appropriate PPE when handling coffee, packaging materials, chemicals, and other materials.
• Maintain safe stacking heights.
• Report unsafe conditions, accidents, fire hazards, and warehouse damage immediately.
• Follow fire prevention and emergency procedures.
• Ensure warehouse doors and access points are secured after working hours.
• Never smoke or allow unauthorized food/drink in coffee storage areas.