Job Description

The Receiving Clerk is responsible for receiving food and beverage goods, freights, parcel packages and assist in issuing food, beverages, supplies, and operating equipment. They are also responsible for ensuring that all products and services received are consistent with hotel quality standards and communicate all omissions and deviations to appropriate management. This position is responsible for the data of receipts of all goods and services in the procurement system.

Responsibilities and essential job functions include, but are not limited to the following:

Consistently offer professional, friendly and engaging service

Establish, manage and maintain supply levels for the hotel

Receive all goods ordered by the hotel in Birchstreet procurement system.

Issue received goods to proper departments

Keep shipping and receiving log up to date utilizing technology provided. Handle and log incoming/outgoing packages, including guest packages and verify quantity/condition of guest packages.

Store goods in proper storerooms

Keep loading dock and storerooms clean

Maintain storeroom in accordance with standards and rotate stock accordingly using “First In, First Out” system and date all items as required and working in refrigerated and freezer storerooms as well

Adhere to established procedures and policies in purchases

Ensure compliance with all federal, state, local and company regulations regarding storage, safety and sanitation

Notify ordering department when goods and/or services are received

Receive food, beer, wine, liquor and operational supplies according to schedule. Inspect for proper specifications (quantity and quality). Inspect wines for correct vintner and vintage

Ensure that all items received are in good condition and refuse damaged goods, or goods that do not have proper documentation (Purchase Order/Requisition)

Solicit assistance from the culinary management team or designee as required, in quality determinations.

Maintain an efficient and timely filing system

Fill out all required departments requisitions as appropriate and communicate shorts or back orders.

Process delivery receipts and invoices on Birchstreet procurement application and forward to Accounting or Purchasing Director on a daily basis

Reconcile purchase orders and receiving documentation with Director of Purchasing on a weekly basis

Maintain daily receiving logs for all products and services received

Check pricing, discounts, extensions and totals on invoices, where applicable. Compare quantities to receiving documents. Investigate and rectify discrepancies

Maintain efficient security and control on all storage areas, where applicable

Keep management well-informed of any unusual operational or financial events and/or deviations of policies or procedures

Receive, log, store, and ship incoming and outgoing department packages and mail.

Ensure guest package receiving policies are strictly followed, where applicable

Ensure that a credit note is received before any supply is returned to the supplier and that such credit note is documented.

Ensure that delivery vehicles are properly organized to allow the free flow of traffic in the loading dock.

Raise paperwork for goods received without an invoice.

Assist in ensuring that all items are efficiently received in the loading dock and checked against purchase order/requisitions.

Carry out bottling duties on a daily basis.

Liaise with the Executive Steward to maintain a clean and tidy loading bay area.

Carry out checks on food and van temperatures and log temp on the Food Temperature log.

Ensure that food and perishable items are delivered promptly to the appropriate department/storeroom.

Receive, unload, and process deliveries and account for incoming freight based on invoice and receiving reports.

Verify and track received inventory and complete inventory reports and logs.

Reconcile shipping invoices and receiving reports to ensure count accuracy.

Secure the receiving room and its contents, ensuring safekeeping of packages/deliveries

Follow all national, state, and local hazardous material shipping guidelines and regulations.

Maintain accurate tracking system on all shipping and receiving transactions, including receiving signatures from appropriate departments for received packages.

Communicate with proper management regarding any loss or damage with packages.

Use proper equipment, wear appropriate personal protective clothing (PPE), and employ correct lifting procedures, as necessary, to avoid injury.

Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.

Report work-related accidents, or other injuries immediately upon occurrence to manager.

Complete appropriate safety training and certifications to perform work tasks.

Follow policies and procedures for the safe operation and storage of tools, equipment, and machines.

Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel.

Follow property specific procedures for handling emergency situations (e.g., evacuations, medical emergencies, natural disasters).

Follow Hazardous Material Management Program procedures for handling and disposing of chemicals, fertilizer, pesticides, blood borne pathogens, etc., including using Material Safety Data Sheets (MSDS).

Speak to vendors and co-workers using clear, appropriate and professional language.

Support all co-workers as needed.

Develop and maintain positive and productive working relationships with other employees and departments.

Understand control frameworks including self-audits & controls defined by Accor Internal Controls team.

Weekend and vacation shifts as required depending on operational needs.

Other duties as assigned