Ship Supply Coordinator 1297 views

Position: Ship Supply Coordinator

Location: Seychelles

Company: APEX Hotel Supplies

About Us:

APEX Hotel Supplies is a leading wholesaler in food distribution, serving hotels, restaurants, resorts, retail shops, supermarkets, cruise liners, super yachts, fishing vessels, and more. With a focus on quality and timely delivery, we specialize in importing premium products from around the globe.

Job Description

PURPOSE

The Inventory and Ship Supply Coordinator is responsible for managing inventory processes, supporting procurement and delivery documentation, and ensuring accurate and timely record-keeping for Ship Supply operations. This role plays a key function in maintaining data integrity between physical inventory and system records while supporting daily transactional tasks in the APEX and Ship Supply systems.

KEY RESPONSIBILITIES:

• Order Verification and Communication
  • Verify confirmed order items for Ship Supply customers against current stock availability in the APEX system.
  • Ensure procurement planning follows FIFO (First In, First Out) principles and avoids unnecessary overstock at the SSS-S warehouse.
  • Prepare and circulate detailed checklists of available and unavailable stock for each Ship Supply order confirmation, including comments, and share with Procurement and Ship Supply teams.
• Goods Receipt Note (GRN) – Local Purchases
  • Process and accurately record all GRNs related to local purchases for Ship Supply.
  • Ensure inventory records are updated in real time to reflect goods received.
• Delivery Documentation
  • Manage all delivery notes for Ship Supply customer orders, ensuring they are: – Accurately generated, – Filed appropriately, – Clearly communicated for order tracking and reconciliation.
• Stock Adjustments and Transfers
  • Conduct regular cycle counts to validate inventory accuracy.
  • Perform stock adjustments in the inventory system to correct any variances.
  • Coordinate and document inter-warehouse stock transfers with complete records of movement.
• Inventory Management and Support
  • Perform weekly cycle counts of the SSS-S warehouse to maintain accurate system stock levels.
  • Manage full stock takes for the SSS-S warehouse, aligning with FSA stock take schedules.
  • Investigate stock variances and escalate unresolved issues to the Supply Chain Manager for resolution and documentation.
  • Assist the Supply Chain team in system enhancements, testing, and maintenance initiatives.
• Ship Supply Daily Operational Tasks
  • Credit Notes: – Generate customer credit notes with proper authorization from designated approvers (e.g., Jaden/Eric). – Ensure all credit notes are supported by relevant documentation.
  • Invoicing (APEX and Ship Supply): – Ensure APEX invoices are raised for all Ship Supply orders; no open sales orders should remain once customers are invoiced. – Import all APEX invoices into the Ship Supply system. – Verify that all invoices have successfully been imported into the Accounts Payable module. – Maintain daily invoicing accuracy and completeness.
  • Control Sheet Management: – Maintain an up-to-date control sheet reflecting all invoices raised in both APEX and Ship Supply systems.
  • Customer Payments: – Record all customer payments made to Ship Supply bank accounts against the respective customer accounts, based on remittance advice. – Request remittances from customers when not provided. – Ensure daily reconciliation and posting of customer payments.

Benefits

What we offer:

• A competitive salary package.
• Opportunity to work in a dynamic and fast-growing company.
• Professional growth and development opportunities.
• A chance to contribute to the efficient operations of a leading food wholesaler in the Seychelles

Job Requirements

MINIMUM REQUIREMENTS:

• 2–4 years’ experience in inventory coordination, warehouse operations, or supply chain administration
• Experience in ship supply, maritime logistics, or FMCG warehouse environments is an advantage
• Experience with ERP / inventory systems (APEX or similar)
• Strong knowledge of inventory processes, including FIFO, cycle counts, GRNs, and stock adjustments
• Proficiency in MS Excel and other MS Office applications
• High attention to detail and strong numerical accuracy
• Excellent organizational and time-management skills
• Ability to work under pressure and meet daily operational deadlines
• Strong communication skills and ability to work cross-functionally

How to Apply?

Interested candidates should Sign-up or login to apply now or send your CV and a cover letter showcasing your experience and portfolio to recruit@apex.sc with subject line “Ship Supply Coordinator Application”

Closing Date: 20th February 2026

Join APEX and play a pivotal role in driving our brand forward

Note:

In order to increase your chances of a successful selection, kindly ensure that your application is complete and that all relevant information such as your qualifications have been provided with your application.   Otherwise, the Employer reserves the right not to consider your application for selection.