Receiving Admin

SCOPE OF ROLE:

Responsible for receiving, inspecting, and recording all incoming goods and deliveries, as well as taking care of the store — stock arrangement, storage conditions, and stock control — for the Lounge & Dining outlet in Penang, ensuring accuracy, quality, and full compliance with company procurement, food safety, and Halal handling standards.

RESPONSIBILITIES:

• Receive and verify incoming deliveries against Purchase Orders (PO) and Delivery Orders (DO), checking quantity, quality, expiry dates, and packaging condition.
• Reject non-conforming or substandard goods on the spot and coordinate with suppliers and the Purchasing team for replacement or credit note.
• Perform all GRN (Goods Received Note) processes on time, recording receiving transactions in the SCM system according to invoices and PO, matching quantity and price.
• Conduct spot checks and weight verification for high-value or perishable items to confirm they match delivery documentation.
• Coordinate with the kitchen and outlet PIC on delivery issues and delivery schedules.
• Coordinate with suppliers on purchasing matters such as delivery, pricing variance, and quality issues, working closely with the Purchasing Manager, PIC, and kitchen team.
• Ensure proper stock storage location arrangement and stock rotation (FIFO / FEFO).
• Maintain cleanliness, organization, and safety of the receiving area at all times.
• Check monthly SOA (Statement of Account), including following up on missing invoices and credit notes.
• Track pending open POs and coordinate follow-ups for pending deliveries.
• Support monthly stock counts and inventory reconciliation as required.
• Coordinate with outlet PICs on monthly billing services from suppliers and alert them to raise PRs as needed.
• Ensure compliance with Halal, food safety, and hygiene requirements throughout the receiving process.
• Prepare and maintain accurate receiving reports, rejection logs, and supporting documentation for audit purposes.
• Take care of the store, including stock arrangement, labeling, and organization to ensure easy retrieval and accurate stock control.
• Monitor stock levels in the store and alert the Purchasing team / outlet PIC on low stock or slow-moving items.
• Ensure proper storage conditions (temperature, cleanliness, and segregation of Halal and non-Halal items) are maintained in the store at all times.
• Conduct regular checks on stored items for expiry dates and quality, removing expired or damaged stock promptly and recording accordingly.
• Manage store access and security, ensuring only authorized personnel handle stock.
• Issue stock to the kitchen / outlet according to requisition, ensuring accurate recording of stock movement.
• Any other duties as may be assigned by the Management from time to time.

REQUIREMENTS:

• Minimum 2 years of relevant working experience, preferably in receiving, warehouse, purchasing, or supply chain administration.
• Handle and coordinate the goods receiving process, ensuring all incoming deliveries are properly received, checked, and recorded.
• Perform SCM/GRN (Goods Receipt Note) processing accurately and in a timely manner.
• Verify delivered goods against Purchase Orders (PO), delivery orders, quantity, specifications, and condition.
• Conduct physical inspection of incoming deliveries and report any shortages, damages, discrepancies, or incorrect items to the relevant department or supplier.
• Maintain accurate and up-to-date receiving records, documentation, and system entries.
• Liaise with Procurement, suppliers, Finance, and Operations to resolve receiving and delivery discrepancies.
• Ensure all receiving activities are carried out in accordance with company procedures and internal controls.
• Good administrative, organisational, and communication skills, with attention to detail.
• Proficient in Microsoft Office and comfortable working with inventory/procurement systems.