Receiving Clerk

Job Summary 

 
The Receiving Clerk is responsible for receiving, inspecting, verifying, and documenting all goods delivered to the resort. The role ensures that products received match approved purchase orders, meet quality standards, and are accurately recorded in the inventory system. The Receiving Clerk works closely with Procurement, Stores, Finance, and operational departments to maintain inventory accuracy and support uninterrupted hotel operations. 

Key Responsibilities 

Receiving Operations 

Receive all deliveries in accordance with company policies and procedures. 

• Verify quantities, quality, specifications, and pricing against purchase orders and delivery notes. 

• Inspect deliveries for damages, shortages, incorrect items, and expiry dates. 

• Ensure all products received meet established quality standards. 

• Report discrepancies, damaged goods, and shortages to the Receiving Supervisor or Manager. 

• Coordinate with suppliers to resolve receiving issues promptly. 

Ensure all goods are properly labeled and transferred to the correct storage areas.

Documentation and System Control 

• Prepare and process Goods Received Notes (GRNs). 

Ensure accurate recording of all receiving transactions in the inventory system. 

• Match supplier invoices with purchase orders and delivery documentation. 

Maintain complete and accurate receiving records. 

• File delivery notes, invoices, and supporting documents for audit purposes. 

Inventory Control 

• Coordinate with the Stores Department to ensure proper storage of received items. 

Assist with inventory counts and stock reconciliations. 

• Monitor expiry dates and product conditions. 

• Report inventory discrepancies and unusual variances. 

• Support stock control procedures to minimize losses and wastage. 

Quality, Health & Safety Compliance 

• Ensure compliance with HACCP, food safety, hygiene, and company standards. 

• Follow all receiving and internal control procedures. 

• Maintain cleanliness and organization within receiving areas. 

Comply with occupational health and safety requirements. 

Support internal and external audits when required. 

Cross-Functional Collaboration 

• Work closely with Procurement, Stores, Finance, Kitchen, Food & Beverage, Housekeeping, Engineering, and other operational departments. 

Communicate delivery issues, shortages, and delays in a timely manner. 

Assist departments in obtaining accurate information on received goods. 

Reporting 

Prepare discrepancy and receiving reports as required. 

• Report delivery issues and supplier non-conformance. 

Provide accurate receiving information and documentation to management.