Receiving Officer

Job Description

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.