Job Description

The Receiving Clerk is responsible for ensuring that all goods, materials, food and beverage products, operating supplies, equipment, and other hotel purchases are received accurately, inspected thoroughly, documented properly, and distributed efficiently. The position plays a critical role in maintaining inventory accuracy, controlling costs, preventing loss, and ensuring that all deliveries comply with hotel standards, quality requirements, and purchasing agreements.

The Receiving Clerk serves as the primary point of contact between suppliers and hotel departments regarding incoming deliveries and ensures that all received items match approved purchase orders in terms of quantity, quality, specification, and pricing.

Receiving and Inspection

• Receive all deliveries and verify quantities against purchase orders and delivery notes.
• Inspect incoming goods for quality, damage, expiration dates, and compliance with hotel standards.
• Reject or report damaged, incorrect, or substandard items to the Purchasing Department and suppliers.
• Ensure all received products meet food safety and hygiene requirements.

Documentation and Record Keeping

• Maintain accurate receiving records and prepare receiving reports.
• Match invoices, delivery notes, and purchase orders before processing.
• Enter receiving data into the hotel inventory or procurement system.
• File and maintain all receiving documentation for audit and tracking purposes.

Inventory Control

• Coordinate with the Storekeeper to ensure proper storage of all goods.
• Assist in stock counts and inventory audits as required.
• Monitor deliveries and report shortages, discrepancies, or delays.
• Ensure items are transferred promptly to designated departments or storage areas.

Communication and Coordination

• Liaise with suppliers, purchasing staff, storekeepers, and department heads regarding deliveries.
• Inform relevant departments when urgent or special orders arrive.
• Support the Purchasing and Cost Control teams in managing inventory accuracy.

Compliance and Safety

• Follow hotel policies, health and safety regulations, and food hygiene standards.
• Maintain a clean, organized, and secure receiving area.
• Ensure proper handling and storage of all products, especially food and beverage items.
• Diploma in Hospitality, Logistics, or Business Administration is preferred.
• Previous experience in receiving, inventory control, warehouse operations, or hotel purchasing is an advantage.
• Basic computer skills, including Microsoft Excel and inventory management systems.
• Good numerical and organizational skills.
• Ability to work independently and under pressure.