The employer wants to see if you understand basic inventory control concepts, not just that you can buy supplies, because office managers must protect the office from both interruptions and waste.
Define each term simply, then show how they work together with a specific example such as ordering when the count drops to the reorder point and never exceeding the maximum. Keep it practical rather than textbook.
Start by defining the reorder point as the specific stock level that triggers you to place a new order, and the maximum stock level as the ceiling you never want to exceed because of storage limits, budget, or waste. Then explain how they work as a pair: you use the reorder point to decide when to act, and the maximum to decide how much to order. For example, say you keep a maximum of fifty boxes of bond paper. If your reorder point is twenty, the moment the count hits twenty you order just enough to bring it back up to fifty, not more. That way you avoid stockouts because you never let it drop below twenty, and you avoid overstocking because you cap the order at the maximum. In a Philippine office, tie this to practical realities like monthly budget cycles or the time it takes for a supplier to deliver from a nearby depot. Say plainly that the reorder point protects you from running out during that lead time, while the maximum protects you from tying up cash in inventory you might not use before the next fiscal year. Keep your tone conversational, and if the interviewer asks in Taglish, feel free to answer in the same register.
A common mistake is to answer with a memorized definition but no practical application. Avoid saying, 'Yung reorder point po ay kapag malapit nang maubos,' and then stopping. Instead, give a concrete example of a quantity and why it matters.
Situation
In my previous on-the-job training at a real estate office, I noticed they only ordered supplies when someone remembered, which led to panic buying before a big event.
Task
I wanted to propose a simple inventory method that would make ordering more consistent and prevent both empty cabinets and cluttered storage.
Action
I researched basic inventory terms and explained to my supervisor that a reorder point is the quantity at which you place a new order, while the maximum stock level is the highest quantity you should keep on hand. I suggested setting a maximum level based on the storage shelf capacity and average monthly usage, and a reorder point at about half of that maximum so a new order would arrive before stock ran out.
Result
My supervisor adopted the method for fast-moving supplies like bond paper, folders, and ink. The next event cycle had no last-minute rush orders, and the stockroom stayed neat because we were not storing three months of extra paper.
Knowing the purpose of each inventory level turns guesswork into a repeatable ordering routine.
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