Purchasing/receiving Clerk

Key Responsibilities · Review department requisitions received ensuring request in compliant with inventory levels and is approved by the relevant leaders. · Prepare purchase orders and sent to the authorized approvers for review, ensuring that after approval it is set to the supplier in a time manner. · Follow up with suppliers for order receipts and confirm delivery date/time is guaranteed. · Maintain accurate records of purchasing records ensuring supporting requests, invoice copies and any related documentation is attached and provided to the accounting team for accurate and time accurate and timely processing. This includes conducting a monthly review of all open and closed purchase orders to ensure compliance with internal controls. · Receive and inspect all goods delivered to the hotel against approved Purchase Orders (POs), supplier invoices, and delivery notes. · Conduct quantity and quality checks with user departments and report any discrepancies, shortages, damages, or quality issues. · Coordinate with suppliers and internal departments to ensure timely resolution of shortages and delivery concerns. · Verify supplier invoices against physical deliveries and supporting documentation. · Scan, route, and process invoices through the approval workflow and ensure timely system posting. · Maintain accurate receiving records and ensure all supporting documents are properly filed for audit and reference purposes. · Regularly review and update vendor information. · Prepare and review daily receiving reports, variance reports, and shortage tracking records. · Ensure proper transfer and handover of goods to the relevant departments. · Maintain compliance with food safety requirements, and company policies, ensuring all receiving-related records are current and audit-ready. · Liaise effectively with Stores, Accounts Payable, suppliers, and operational departments to support seamless hotel operations. · Maintain a clean, organized, and safe receiving area. · Contribute to continuous improvement initiatives and support departmental objectives. · Maintain a high level of service and hospitality standards. · Ensure security and confidentiality of all guests, client and hotel information. · Ensure compliance with all Aimbridge policies, brand standards and local operating procedures (SOPs and LSOPs). · Perform other duties as assigned by your immediate manager. Requirements · Diploma or Degree in procurement, receiving, business administration or equivalent. · 2-4 years’ experience in receiving, procurement, inventory or similar field (hospitality experience preferred). · Proficient in Microsoft Office, inventory and purchasing systems. · Knowledge in using Point of Sale. · Knowledge of stock counts, inventory controls, hotel products and supplies. · Strong attention to detail with excellent.