Clerk-Purchasing & Receiving

Job Description

Receiving Clerk

Prepare for the days receiving tasks by extracting delivery schedule reports checking items with changed delivery dates and maintaining hygiene including cleaning before the start of receiving goods.
During the receipt of goods verify the purchase order and delivery note ensuring that the quantity weight unit price and specifications match the order and then proceed with the inspection and handling of the delivered items.
Confirm that the goods comply with hygiene standards.
Weigh items priced by weight.
Classify goods by department attach appropriate marks and store them in the correct location.
At the appropriate time check for undelivered items from the delivery schedule report and contact each supplier.
Notify each department of deliveries.
Deliver items to the ordering department as needed.
Upon delivery to the ordering department verify the purchase order delivery note and goods obtain a receipt signature on the delivery note and maintain internal tracking of the completed receipt.
Confirm that all goods have been received by the ordering department by the end of the day except for exceptions.
After confirming the receipt signature of the ordering department on the delivery note process the delivery in the system (Birch Street).
Track undelivered items for the day including confirmation with suppliers and notify each department.
Create and use delivery reports to verify the accuracy of delivery processing in the system.
If there is warehouse inventory confirm and track the delivered inventory and complete inventory reports and logs.
To ensure the safe storage of goods organize and maintain the handling area refrigerator and surroundings in a safe and hygienic manner.
To respond to system downtime in the morning extract the delivery schedule report for the next business day after the order is placed by the purchaser and save the data. (Basically extract the report in the morning to respond to subsequent additions.)
If there are undelivered items in the system (Birch Street) contact the supplier and respond.

Purchasing Clerk

Support purchasing activities to ensure quality and profitability throughout the hotel by closely communicating with each department.
Based on business needs propose obtain quotes negotiate and place orders for food beverages general items and consumables.
Ensure compliance with quality and hygiene standards.
When concerns or issues arise regarding prices or product inventory communicate with relevant departments propose alternatives and negotiate with suppliers to resolve them.
When items are missing or not ordered by the supplier on the delivery day confirm with each department and take appropriate action (e.g. arrange from another supplier arrange substitutes respond the next day).
For issues such as damage substandard quality or loss of delivered items including courier deliveries confirm with each department contact the supplier and manage processes such as reordering or returns.
For undelivered items on the day track with the supplier notify each department confirm the response and contact the supplier again regarding the response measures.
Use computers and purchasing systems (Birch Street) to register items place daily orders input extract and edit data.
Always check for any missed daily orders.
If there are undelivered items in the system contact the supplier and respond.
Support the Receiving and Purchasing Supervisor as needed.

Receiving Clerk & Purchasing Clerk (Common)

Implement and maintain hygiene and safety measures as stipulated in the brand guidelines.
Report accidents injuries and hazardous work conditions to the supervisor or manager conduct safety training and checks and take corrective actions.
Ensure uniforms and grooming are clean and professional.
Follow company policies and procedures.
Maintain confidentiality of sensitive information and protect company assets.
Anticipate and respond to the service needs of guests and each department.
Communicate clearly and professionally with appropriate etiquette both internally and externally.
Build and maintain good relationships with others.
Able to read and visually confirm information in various formats (e.g. small print).
Able to visually confirm tools equipment or machinery (e.g. identify defects).
Able to input information related to work using computers and purchasing systems.
Able to move lift carry push pull and place items weighing up to 23 kg (50 pounds) without assistance.
Able to grasp rotate and manipulate items of various sizes and weights.
Able to move in narrow or high places.
Able to move on inclined uneven or slippery surfaces and climb stairs or ramps.
Able to reach overhead and below the knees including bending twisting pulling and squatting.
Perform other reasonable duties as requested by supervisors.