Key Responsibilities and Required Skills for Uniform Assistant

🎯 Role Definition

The Uniform Assistant is responsible for the end-to-end handling of staff uniforms and related garments — receiving, inspecting, storing, issuing, laundering coordination, minor repairs, and inventory reconciliation. This role ensures that all employees have properly fitting, compliant uniforms available on schedule, while maintaining accurate records, reducing loss, and supporting suppliers and internal stakeholders. Ideal candidates demonstrate strong inventory control, garment care knowledge, vendor coordination, and customer-facing communication skills. Experience with ERP or inventory systems, barcode/RFID processes, and basic garment alteration is highly valued.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Assistant / Stockroom Associate
Retail Sales Associate or Front-of-House Team Member
Laundry or Linen Services Attendant

Advancement To:

Uniform Coordinator / Senior Uniform Administrator
Inventory Supervisor / Stock Control Manager
Logistics Coordinator or Supplier Relationship Manager

Lateral Moves:

Facilities Coordinator
Customer Service / Employee Services Representative

Core Responsibilities

Primary Functions

Receive incoming uniform deliveries from vendors, verify quantities and SKUs against purchase orders, inspect garments for quality defects and damages, document discrepancies, and coordinate timely returns or exchanges with suppliers.
Maintain accurate, up-to-date inventory records in the organization’s ERP or uniform management system (e.g., SAP, Oracle NetSuite, Infor), including batch/lot tracking, size allocations, and location bin assignments.
Issue uniforms to employees following company policy: collect requisitions, verify entitlement, record items issued, and ensure fit and size accuracy while maintaining confidentiality and compliance with uniform allowance procedures.
Conduct regular cycle counts and full inventory audits of the uniform stockroom, reconcile variances, investigate root causes of shrinkage or miscounts, and implement corrective actions to reduce loss and improve accuracy.
Coordinate and monitor external and internal laundering services: schedule pickups/drop-offs, maintain service level agreements (SLAs), track turnaround times, and perform quality checks for cleanliness, colorfastness, and shrinkage.
Perform basic garment repairs and alterations (sewing patches, replacing buttons, hemming) or liaise with tailoring partners to ensure timely turnaround of altered or repaired uniforms.
Operate barcode and RFID scanning equipment to record movements of garments in and out of inventory, maintain scan accuracy, troubleshoot scanning issues, and support RFID tag implementation projects.
Prepare and manage special uniform orders — new hires, seasonal changes, size swaps, or role-specific garments — by calculating stock requirements, submitting purchase requests, and following up with suppliers to meet deadlines.
Maintain sample and fitting sets for department walkthroughs and new-hire fittings, including organizing fitting appointments, measuring staff, logging fit notes, and advising on sizing recommendations.
Coordinate returns and exchanges for defective or incorrect garments, process credit claims with vendors, and maintain documentation for warranty and supplier performance metrics.
Support onboarding and offboarding processes by ensuring new employees receive required uniforms and by collecting laundered/returned garments from departing staff in alignment with company property policies.
Enforce uniform policy standards across locations by conducting spot checks, providing coaching to employees and supervisors on proper wear and care, documenting non-compliance, and escalating repeated issues.
Track and report on uniform usage metrics including cost per employee, turnover rates, wash/damage rates, vendor performance, and inventory aging; create weekly/monthly dashboards for operations and finance stakeholders.
Manage uniform-related purchasing: prepare purchase orders, obtain quotes, compare supplier terms, and maintain supplier master data while ensuring best value and on-time delivery.
Serve as the first point of contact for employee inquiries about sizing, stock availability, replacement timelines, and care instructions, delivering high-quality customer service and resolving issues promptly.
Safeguard stockroom security by implementing access controls, organizing storage for fast retrieval, labeling stock locations, and enforcing proper handling to minimize damage and loss.
Implement continuous improvement initiatives to optimize stock levels, reduce lead times, and streamline pick/pack workflows using lean principles or 5S methodology where applicable.
Liaise with HR, operations, and health & safety teams to ensure uniform compliance with industry-specific regulations (e.g., PPE requirements, infection control in healthcare) and to update uniform policies as needed.
Manage petty cash and reconciliation for minor uniform-related expenses (repairs, emergency purchases), and maintain receipts and approvals according to company policy.
Coordinate with marketing and branding teams for branded uniform items, ensuring logo placement, color consistency, and adherence to brand guidelines across all garments.
Prepare seasonal stock plans and forecasts based on historical usage, new hires, and operational campaigns to ensure adequate inventory availability and minimize rush orders and overtime costs.
Support audits, both internal and external, by providing documentation, stock records, and location walkthroughs to demonstrate compliance with inventory and asset management policies.
Train and mentor temporary staff or junior assistants on stockroom procedures, garment handling, POS or scanning systems, and health & safety protocols to maintain consistent operational standards.
Manage emergency uniform replacements for last-minute requirements (events, sickness, size failure) by coordinating express sourcing, overnight shipments, or temporary loaner programs.
Document and maintain care and handling guides for each garment type, including wash instructions, recommended detergents, drying and ironing procedures, and repair tolerances to extend lifespan and reduce cost.

Secondary Functions

Support ad-hoc inventory analysis and data requests to inform purchasing decisions and seasonal planning.
Assist in pilot programs for RFID/barcode rollouts, including sample tagging and test scans.
Coordinate with fleet or facilities teams to schedule distribution points, pop-up fitting clinics, and on-site service days.
Participate in cross-functional meetings to align uniform supply with recruitment, events, and operational campaigns.

Required Skills & Competencies

Hard Skills (Technical)

Inventory management systems: hands-on experience with ERP or inventory platforms (SAP, Oracle NetSuite, Infor, Fishbowl) for stock control and reporting.
Barcode and RFID technology: proficiency using scanners, tag encoding, and troubleshooting read-rate issues in distribution workflows.
Advanced Microsoft Excel: pivot tables, VLOOKUP/XLOOKUP, conditional formatting, basic macros for inventory reconciliation and reporting.
Garment care and laundering knowledge: understanding of textile care labels, commercial laundering processes, and damage prevention techniques.
Basic sewing and alteration skills: hand and machine sewing for patch repairs, button replacement, hemming, and size adjustments.
Point of Sale (POS) and stock issue systems: experience processing issues, returns, and credits in retail or employee issuance environments.
Supplier and vendor management: creating purchase orders, following up on deliveries, managing credits, and maintaining supplier scorecards.
Quality assurance and inspection methods: garment defect identification, tolerance criteria, and return-to-vendor procedures.
Health & safety and compliance awareness: familiarity with PPE standards, infection control protocols (for healthcare/hospitality), and safe manual handling.
Data entry accuracy and record keeping: precise documentation of serial numbers, lot codes, and employee allocations.

Soft Skills

Customer service orientation: empathetic, clear communication with staff and vendors to resolve fit and supply issues quickly.
Strong attention to detail: meticulous in inspection, issuing, and record reconciliation to prevent stock loss and ensure compliance.
Time management and prioritization: ability to triage urgent requests, manage routine replenishment, and meet strict turnaround times.
Problem-solving and initiative: proactive in diagnosing inventory discrepancies and implementing sustainable fixes.
Communication and collaboration: works effectively with HR, operations, procurement, and external suppliers to meet uniform needs.
Organizational and planning skills: maintain orderly stockrooms, efficient pick paths, and reliable replenishment cycles.
Confidentiality and professionalism: handle employee uniform records, sizing, and replacements with discretion.
Adaptability and resilience: manage fluctuating demand, special events, and peak onboarding periods with composure.
Coaching and training: ability to instruct colleagues or temporary staff on stockroom protocols and garment handling.
Analytical mindset: comfortable using data to recommend stocking levels, reorder points, and supplier performance improvements.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent.

Preferred Education:

Associate degree or diploma in Supply Chain Management, Textile Technology, Apparel Merchandising, Hospitality Management, or Business Administration.

Relevant Fields of Study:

Supply Chain / Logistics
Textile Science / Apparel Technology
Hospitality Management
Business Administration / Operations Management
Retail Management

Experience Requirements

Typical Experience Range: 1–3 years in uniform management, stock control, laundry services, or retail inventory operations.

Preferred:

2–5 years managing uniforms, corporate wardrobe programs, or similar inventory-driven apparel programs, including experience with ERP systems and vendor coordination.
Prior exposure to healthcare, hospitality, or industrial uniform programs is advantageous.

Certifications beneficial but not required: Forklift license, OSHA/First Aid, inventory control or logistics micro-certificates, textile care training.