Cluster Receiving Clerk

Job Summary

The Cluster Receiving Clerk is responsible for receiving, inspecting, recording, and distributing goods delivered to the cluster of hotels. The position ensures that all deliveries are received accurately and in accordance with approved purchase orders, specifications, quality standards, and hotel requirements.

The Receiving Clerk works closely with the Purchasing, Finance, Cost Control, Stores, Kitchen, Housekeeping, Engineering, and other operational departments to ensure an efficient and well-controlled receiving process across the cluster.

Key Responsibilities
1. Receiving Deliveries
Receive all goods delivered to the hotels in accordance with approved Purchase Orders (POs).
Verify delivered items against purchase orders, delivery notes, invoices, and approved specifications.
Check quantities, descriptions, sizes, brands, and other relevant details before accepting deliveries.
Inspect the quality, condition, freshness, expiry dates, and packaging of delivered goods.
Ensure food, beverage, housekeeping, engineering, and general supplies meet the required hotel standards.
Reject or report damaged, expired, incorrect, or unauthorized items in accordance with hotel procedures.
Ensure all deliveries are received through the designated receiving area.
2. Documentation and System Entries
Prepare Receiving Records / Goods Received Notes (GRNs) accurately and on time.
Enter received goods into the hotel purchasing/inventory system.
Match purchase orders, delivery notes, and received quantities.
Ensure all receiving documents are properly signed, stamped, and filed.
Report discrepancies between purchase orders and actual deliveries to the relevant departments.
Maintain accurate and complete receiving records for audit and financial control purposes.
3. Quality and Quantity Control
Verify weights, measurements, and quantities where applicable.
Check food products for freshness, temperature, expiry dates, packaging, and quality.
Ensure chilled, frozen, and perishable items are received and handled according to food safety requirements.
Monitor delivery temperatures for temperature-sensitive products when required.
Coordinate with the relevant department when products do not meet specifications.
Ensure rejected goods are clearly identified and returned to suppliers.
4. Coordination with Hotel Departments
Coordinate with Purchasing regarding expected deliveries and outstanding purchase orders.
Coordinate with Stores and Cost Control to ensure received items are properly recorded and stored.
Work closely with Finance/AP regarding receiving documentation and invoice discrepancies.
Communicate with Kitchen, Food & Beverage, Housekeeping, Engineering, and other departments regarding special deliveries or urgent requirements.
Ensure departments are informed of shortages, substitutions, damaged goods, or other delivery issues.
5. Cluster Operations
Support receiving operations for all hotels within the cluster, as assigned.
Coordinate deliveries according to each property's requirements and receiving schedules.
Ensure consistent receiving procedures and controls are followed across the cluster.
Assist with inter-hotel transfers and documentation when required.
Maintain proper records of goods received for each hotel/property.
6. Inventory and Store Support
Ensure received items are transferred promptly to the appropriate stores or requesting departments.
Follow proper storage and handling procedures, including FIFO/FEFO principles where applicable.
Assist with stock counts and physical inventory checks when required.
Report any discrepancies, shortages, overages, or unusual inventory movements.
Assist the Storekeeper and Cost Control team in maintaining accurate inventory records.
7. Supplier Management
Verify supplier deliveries against approved purchase orders and agreed specifications.
Maintain professional communication with suppliers and delivery personnel.
Report repeated delivery issues, quality problems, shortages, or unauthorized substitutions to the Purchasing team.
Ensure suppliers follow hotel delivery procedures, hygiene standards, and designated delivery times.
8. Food Safety and Hygiene
Follow hotel food safety, HACCP, hygiene, and sanitation procedures.
Ensure food and beverage deliveries are inspected according to established standards.
Maintain cleanliness and organization of the receiving area.
Ensure appropriate personal hygiene and protective equipment requirements are followed.
Immediately report any food safety or hygiene concerns to the responsible manager.
9. Financial and Internal Controls
Ensure no goods are accepted without proper authorization or supporting documentation, except where approved by management.
Maintain accurate receiving records to support invoice processing and payment.
Identify and report discrepancies between Purchase Orders, Goods Received Notes, and supplier invoices.
Support internal and external audits by providing accurate receiving documentation.
Follow hotel policies and procedures related to purchasing, receiving, inventory, and financial controls.
10. General Responsibilities
Maintain confidentiality of hotel and supplier information.
Follow all hotel policies, procedures, and operational standards.
Maintain a professional relationship with colleagues, suppliers, and other stakeholders.
Participate in training and development programs as required.
Assist with other duties related to receiving, stores, purchasing, and inventory as assigned by management.
Ensure all work is completed accurately, efficiently, and within established deadlines.
Key Performance Indicators (KPIs)
Accuracy of receiving records and system entries.
Compliance with Purchase Order procedures.
Accuracy of quantities received.
Number and value of receiving discrepancies.
Compliance with food safety and quality standards.
Timeliness of receiving and documentation.
Proper handling of rejected and damaged goods.
Accuracy of inventory and receiving records.
Compliance with hotel and cluster policies and internal controls.
Qualifications and Experience
High school diploma or equivalent; diploma/certificate in hospitality, accounting, purchasing, or supply chain is an advantage.
Previous experience in hotel receiving, stores, purchasing, inventory, or a similar hospitality position is preferred.
Experience with hotel purchasing/inventory systems is an advantage.
Basic knowledge of Microsoft Office, particularly Excel.
Good numerical and documentation skills.
Knowledge of food safety and HACCP procedures is an advantage.
Skills and Competencies
Attention to detail and accuracy.
Good organizational and time-management skills.
Ability to work under pressure in a fast-paced hotel environment.
Good communication and interpersonal skills.
Ability to identify discrepancies and resolve receiving issues.
Good understanding of inventory and receiving procedures.
Ability to work effectively with multiple hotel departments.
Professional and ethical approach to handling goods and documentation.
Ability to work independently and as part of a cluster team.
Working Conditions
The position requires regular movement between the receiving area, stores, and hotel operational areas.
The employee may be required to handle or inspect food, beverage, housekeeping, engineering, and general supplies.
The position may involve working in chilled or refrigerated areas when receiving perishable products.
Flexibility to work according to hotel operational requirements, including weekends and public holidays when required.