Your Day to Day
People
- Coordinate closely with the Procurement Manager, Finance team, and Department Heads to resolve receiving or purchasing issues.
- Respond professionally to enquiries from vendors, department heads, and hotel colleagues related to receiving activities.
- Notify relevant departments promptly of arriving materials to ensure timely removal from the receiving area.
Receiving & Inventory Control
- Match delivery notes and invoices against approved purchase orders to ensure accuracy of specifications, quantities, and pricing.
- Inspect all incoming goods to verify quality, condition, expiry dates, and compliance with IHG standards.
- Reject and report damaged, expired, incorrect, or substandard items promptly to suppliers and the procurement team.
- Prepare and submit daily receiving reports and supporting documentation to the Accounting Department for further processing.
- Direct deliveries promptly to the appropriate departments or storage areas in accordance with hotel procedures.
- Ensure beverage and food store items are properly recorded, documented, and controlled.
- Maintain cleanliness, organization, and security within receiving and storage areas.
Control & Compliance
- Maintain effective internal controls over receiving, requisitioning, and issuing of goods.
- Ensure strict implementation and ongoing compliance with Control Self-Assessment (CSA) requirements for the Purchasing & Receiving category.
- Ensure all vendor security and access procedures are followed during delivery.
- Establish and maintain accurate records, logs, and audit trails for all receiving activities.
Guest & Operational Support
- Support uninterrupted hotel operations by ensuring timely availability of goods.
- Prevent quality or supply issues that could negatively impact guest experience.
Accountability
- Ensure compliance with IHG policies, procedures, and statutory requirements.
- Maintain confidentiality, secure storage practices, and strict control over receiving areas and documentation.
- Coordinate and support CSA audits related to Purchasing & Receiving.
- Report directly to and communicate with the Procurement Manager and Finance Manager on all matters related to receiving and internal controls.
Responsible Business & Safety
- Demonstrate awareness of Occupational Health & Safety (OH&S) policies and always ensure safe work practices.
- Comply with duty of care, health, safety, fire, and emergency procedures.
- Identify and report hazardous situations, security incidents, and accidents promptly in accordance with hotel procedures.
- Minimize waste, spoilage, and loss through disciplined receiving and inventory practices.
Additional Duties
- Undertake ad-hoc assignments and provide support during unforeseen operational requirements.
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