Cluster Receiving Clerk

Overview

The Cluster Receiving Clerk is tasked with overseeing the receipt, inspection, recording, and distribution of goods delivered across a cluster of hotels. This role guarantees that all incoming deliveries conform precisely to approved purchase orders, specifications, quality expectations, and hotel standards.

Primary Responsibilities

• Receive all deliveries in line with approved Purchase Orders and verify items against related documents such as delivery notes and invoices.
• Inspect deliveries for accurate quantities, descriptions, quality, freshness, expiry dates, and packaging integrity; reject or flag any damaged, expired, or unauthorized items as per hotel protocols.
• Prepare and maintain accurate receiving documentation, including Goods Received Notes, ensuring timely system entries and proper filing.
• Conduct quality and quantity control checks, including verifying weights, temperature monitoring for perishable items, and adherence to food safety standards.
• Coordinate effectively with Purchasing, Finance, Stores, Kitchen, Housekeeping, Engineering, and other departments to manage delivery schedules and resolve any discrepancies.
• Support cluster-wide receiving operations, ensure consistent receipt procedures, assist with inter-hotel transfers, and maintain comprehensive records per hotel.
• Assist with inventory management, including transferring items to stores promptly, applying FIFO/FEFO principles, and supporting stock counts.
• Manage supplier relationships by verifying deliveries against agreements, maintaining professional communication, and reporting recurrent delivery or quality issues.
• Adhere to stringent food safety, hygiene, and sanitation standards, maintaining cleanliness in receiving areas and complying with personal protective equipment requirements.
• Ensure compliance with financial and internal controls by accepting goods only with proper authorization and documentation, supporting audits with accurate records, and reporting any inconsistencies.
• Maintain confidentiality of hotel and supplier information, uphold hotel policies and procedures, engage in professional conduct, and participate in required training programs.

Qualifications and Experience

• High school diploma or equivalent; additional diploma or certification in hospitality, accounting, purchasing, or supply chain management is beneficial.
• Prior experience in hotel receiving, stores, purchasing, inventory, or related hospitality functions preferred.
• Familiarity with hotel purchasing/inventory systems and proficiency in Microsoft Office, especially Excel.
• Basic knowledge of food safety and HACCP procedures is advantageous.

Skills and Competencies

• Strong attention to detail with a focus on accuracy.
• Effective organizational and time management abilities.
• Capability to perform under pressure in a dynamic hotel environment.
• Excellent communication and interpersonal skills for cross-department interaction.
• Problem-solving skills to identify discrepancies and resolve receiving issues.
• Understanding of inventory control and receiving operations.
• Professionalism and ethical handling of goods and documentation.
• Ability to work both independently and collaboratively within a cluster team.

Working Conditions

• Frequent movement between receiving areas, stores, and operational zones.
• Handling or inspecting supplies for food, beverage, housekeeping, engineering, and general hotel needs.
• Possible work in chilled or refrigerated environments for perishable goods receipt.
• Flexibility to accommodate operational demands including weekends and public holidays.