Empfangsbeauftragter

Your Day to Day

People​

• Coordinate closely with the Procurement Manager, Finance team, and Department Heads to resolve receiving or purchasing issues.​

• Respond professionally to enquiries from vendors, department heads, and hotel colleagues related to receiving activities.​

• Notify relevant departments promptly of arriving materials to ensure timely removal from the receiving area.​

Receiving & Inventory Control​

• Match delivery notes and invoices against approved purchase orders to ensure accuracy of specifications, quantities, and pricing.​

• Inspect all incoming goods to verify quality, condition, expiry dates, and compliance with IHG standards.​

• Reject and report damaged, expired, incorrect, or substandard items promptly to suppliers and the procurement team.​

• Prepare and submit daily receiving reports and supporting documentation to the Accounting Department for further processing.​

• Direct deliveries promptly to the appropriate departments or storage areas in accordance with hotel procedures.​

• Ensure beverage and food store items are properly recorded, documented, and controlled.​

• Maintain cleanliness, organization, and security within receiving and storage areas.​

Control & Compliance​

• Maintain effective internal controls over receiving, requisitioning, and issuing of goods.​

• Ensure strict implementation and ongoing compliance with Control Self-Assessment (CSA) requirements for the Purchasing & Receiving category.​

• Ensure all vendor security and access procedures are followed during delivery.​

• Establish and maintain accurate records, logs, and audit trails for all receiving activities.​

Guest & Operational Support​

• Support uninterrupted hotel operations by ensuring timely availability of goods.​

• Prevent quality or supply issues that could negatively impact guest experience.​

Accountability​

• Ensure compliance with IHG policies, procedures, and statutory requirements.​

• Maintain confidentiality, secure storage practices, and strict control over receiving areas and documentation.​

• Coordinate and support CSA audits related to Purchasing & Receiving.​

• Report directly to and communicate with the Procurement Manager and Finance Manager on all matters related to receiving and internal controls.​

Responsible Business & Safety​

• Demonstrate awareness of Occupational Health & Safety (OH&S) policies and always ensure safe work practices.​

• Comply with duty of care, health, safety, fire, and emergency procedures.​

• Identify and report hazardous situations, security incidents, and accidents promptly in accordance with hotel procedures.​

• Minimize waste, spoilage, and loss through disciplined receiving and inventory practices.​

Additional Duties​

• Undertake ad-hoc assignments and provide support during unforeseen operational requirements.​

​