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 a

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.\n\nDocumentation 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.\n\nQuality 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.\n\nCoordination 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.\n\nCluster 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.\n\nInventory 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.\n\nSupplier 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.\n\nFood 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.\n\nFinancial 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.