Cluster Receiving Clerk

Job Summary

The Cluster Receiving Clerk is responsible for receiving, inspecting, and documenting all goods delivered to multiple hotel properties within the cluster. The role ensures that all deliveries comply with approved purchase orders, quality standards, and hotel policies while maintaining accurate receiving records and supporting inventory control processes. The Cluster Receiving Clerk works closely with Purchasing, Stores, Kitchen, Finance, and suppliers to ensure efficient and compliant receiving operations.

Key Responsibilities

Receiving Operations

• Receive all deliveries for the assigned hotel properties in accordance with company policies and procedures.
• Verify delivered quantities, specifications, and quality against approved Purchase Orders (POs) and Delivery Notes.
• Inspect goods for damage, expiration dates, and overall condition before acceptance.
• Reject or report any damaged, incorrect, or substandard items to the Purchasing Department.
• Ensure all deliveries are received only during authorized receiving hours.

Documentation & Record Keeping

• Prepare Goods Received Notes (GRNs) accurately and promptly.
• Match Purchase Orders, Delivery Notes, and supplier invoices before processing.
• Enter receiving transactions into the hotel's inventory or ERP system.
• Maintain complete receiving records for audit purposes.
• Ensure all documentation is properly signed and filed.

Inventory & Store Coordination

• Coordinate with Storekeepers for the proper storage of received goods.
• Ensure perishable items are transferred immediately to appropriate storage areas.
• Assist in stock counts and inventory verification when required.
• Support month-end inventory reconciliation activities.

Quality & Compliance

• Ensure compliance with hotel receiving procedures, food safety standards, and hygiene regulations.
• Monitor temperature-sensitive deliveries to ensure cold chain compliance.
• Report discrepancies, shortages, over-deliveries, or supplier issues immediately.
• Maintain a clean, organized, and safe receiving area.

Cluster Support

• Coordinate receiving activities across multiple hotel properties within the cluster.
• Communicate with Purchasing, Finance, and operational departments regarding delivery schedules.
• Assist sister properties during high-volume receiving periods when required.
• Support internal and external audits by providing accurate receiving documentation.

Qualifications

Education

• Diploma or Bachelor's degree in Accounting, Business Administration, Supply Chain Management, Hospitality Management, or a related field.

Experience

• Minimum 2 years of receiving, stores, inventory, or purchasing experience in the hospitality industry.
• Experience in a multi-property or cluster hotel environment is preferred.

Knowledge & Skills

• Knowledge of hotel receiving and inventory control procedures.
• Familiarity with food safety and hygiene standards.
• Understanding of procurement and purchasing processes.
• Proficiency in Microsoft Office, particularly Excel.
• Experience using hotel ERP or inventory systems (e.g., SunSystems, BirchStreet, Adaco, MC, Materials Control, or similar).
• Strong numerical and analytical skills.
• Good organizational and time management abilities.
• Strong communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• High level of integrity and attention to detail.

Key Competencies

• Attention to Detail
• Accountability
• Integrity
• Customer Service Orientation
• Teamwork
• Planning and Organizing
• Problem Solving
• Time Management
• Communication Skills
• Quality Focus

Working Conditions

• Based at one of the cluster hotels with regular travel between properties as required.
• May be required to work weekends, public holidays, or flexible hours based on operational needs.
• Frequent lifting and handling of goods in accordance with safe manual handling practices.

Key Performance Indicators (KPIs)

• Accuracy of receiving documentation.
• Percentage of receiving discrepancies identified and resolved.
• Timely processing of Goods Received Notes (GRNs).
• Compliance with purchasing and receiving procedures.
• Inventory accuracy.
• Audit compliance results.
• Supplier receiving turnaround time.
• Internal customer satisfaction with receiving services.

Authority

The Cluster Receiving Clerk is authorized to:

• Verify and accept deliveries that fully comply with approved purchase orders and hotel standards.
• Reject or place on hold deliveries that do not meet quality, quantity, or specification requirements, pending approval from the Purchasing or Cost Control team.
• Report supplier non-conformance and receiving discrepancies to management.
• Request supporting documentation from suppliers for verification purposes.