Receiving Clerk
Summary
Receive, inspect, and verify hotel deliveries against orders, process invoices, and maintain records to ensure inventory accuracy and food safety compliance.
The Receiving Clerk is responsible for ensuring the accurate, timely, and compliant receipt of all goods and materials delivered to the hotel. The role supports inventory integrity, cost control, food safety compliance, supplier management, and operational efficiency by verifying deliveries against approved purchase orders, maintaining receiving records, and coordinating effectively with Purchasing, Stores, Accounts Payable, and operational departments.
Key Responsibilities
Receiving & Verification
- Receive and inspect all goods delivered to the hotel against approved Purchase Orders (POs), supplier invoices, and delivery notes.
- Conduct quantity and quality checks with user departments and report any discrepancies, shortages, damages, or quality issues.
- Coordinate with suppliers and purchasing to ensure timely resolution of shortages and delivery concerns.
Documentation & System Processing
- Verify supplier invoices against physical deliveries and supporting documentation.
- Scan, route, and process invoices through the approval workflow and ensure timely system posting.
- Maintain accurate receiving records and ensure all supporting documents are properly filed for audit and reference purposes.
Inventory, Reporting & Compliance
- Prepare and review daily receiving reports, variance reports, and shortage tracking records.
- Ensure proper transfer and handover of goods to the relevant departments.
- Maintain compliance with HACCP standards, food safety requirements, and company policies, ensuring all receiving-related records are current and audit-ready.
Stakeholder Management & Operations
- Liaise effectively with Purchasing, Stores, Accounts Payable, suppliers, and operational departments to support seamless hotel operations.
- Maintain a clean, organized, and safe receiving area.
- Contribute to continuous improvement initiatives and support departmental objectives.