Cluster Receiving Clerk

Overview

The Cluster Receiving Clerk plays a crucial role in handling the receipt, inspection, and recording of shipments delivered to multiple hotels within a cluster. This position ensures all incoming goods meet the specifications outlined in approved purchase orders and comply with quality, safety, and hotel standards, while facilitating seamless inventory management. Close collaboration is maintained with departments such as Purchasing, Stores, Kitchen, and Finance as well as suppliers to ensure smooth receiving operations.

Primary Duties

• Receive deliveries at designated hotel properties in line with company policies.
• Check delivered items for correct quantities, specifications, and quality against Purchase Orders and Delivery Notes.
• Inspect goods for any damage, expiry, and condition prior to acceptance.
• Flag and notify Purchasing of any damaged, incorrect, or subpar products.
• Accept deliveries strictly during authorized receiving hours.
• Accurately prepare and process Goods Received Notes (GRNs) in a timely manner.
• Cross-reference Purchase Orders, Delivery Notes, and supplier invoices before completion.
• Record receiving transactions in the hotel’s inventory or ERP system.
• Keep comprehensive receiving records for auditing purposes, ensuring all documentation is duly signed and filed.
• Work with Storekeepers to store goods appropriately, transferring perishable items immediately to designated storage.
• Assist with stock counts, inventory audits, and month-end reconciliation tasks.
• Adhere to hotel receiving procedures and food safety guidelines, particularly monitoring cold chain compliance for temperature-sensitive items.
• Report promptly any delivery discrepancies, shortages, or supplier concerns.
• Maintain a tidy, organized, and safe receiving environment.
• Coordinate receiving processes across hotels within the cluster and communicate delivery schedules with Purchasing, Finance, and operations teams.
• Provide support to sister properties during heavy receiving periods and assist in internal and external audits with accurate documentation.

Qualifications and Experience

• Diploma or Bachelor’s degree in Accounting, Business Administration, Supply Chain Management, Hospitality, or a related discipline.
• At least 2 years’ experience in receiving, inventory, purchasing, or stores management within the hospitality sector, preferably in a cluster hotel setting.
• Good understanding of hotel receiving and inventory control standards.
• Familiarity with food safety and hygiene requirements.
• Knowledge of procurement procedures.
• Proficient in Microsoft Office (especially Excel) and experienced with hotel ERP/inventory systems such as SunSystems, BirchStreet, Adaco, or MC Materials Control.
• Strong numerical, analytical, organizational, and time management skills.
• Excellent communication and interpersonal skills with an ability to work effectively under pressure and meet deadlines.
• High integrity and meticulous attention to detail.

Work Environment and Requirements

• Position based at one cluster hotel with frequent travel to other properties as needed.
• Flexible working hours including weekends and public holidays as operational demands dictate.
• Regular physical handling and lifting of goods following safety protocols.

Performance Indicators

• Accuracy of receiving documentation.
• Resolution rate of receiving discrepancies.
• Timeliness of Goods Received Note processing.
• Adherence to purchasing and receiving policies.
• Inventory accuracy and audit compliance.
• Supplier receiving turnaround.
• Internal customer satisfaction with receiving services.

Authority

• Authorized to approve deliveries compliant with purchase orders and quality criteria.
• Empowered to reject or hold non-compliant deliveries pending Purchasing or Cost Control approval.
• Responsible for reporting supplier non-conformities and discrepancies.
• May request verification documents from suppliers.