Receiving Clerk

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General Tasks

• Strictly adhere to Central Purchasing and Inventory system Purchasing procedures.
• Check that a Purchasing Order has been raised on Inventory system by departments before any goods are received.
• Ensure that a credit note is received before any supply is returned to the supplier and that such credit note is documented.
• Ensure that the relevant department is informed when goods are received and need collecting.
• Ensure that invoices with the invoice verify log are sent to the accounts department on a daily
• basis. 
• Ensure that the invoice prices reconcile with the purchase orders.
• Ensure that delivery vehicles are properly organized to allow the free flow of traffic in the loading bay.
• Report any discrepancies of goods against Purchase Order.
• Raise paperwork for notice of error collection.
• Raise paperwork for goods received without an invoice.
• Assist in ensuring that all items are efficiently received in the loading bay and checked against purchase order/requisitions.
• Carry out bottling duties on a daily basis.
• Liaise with the Chief Steward to maintain a clean and tidy loading bay area.
• Assist in covering Saturdays as required.
• Carry out checks on food and van temperatures.
• Ensure that food and perishable items are delivered promptly to the appropriate department.
• Provide assistance to managers regarding the ordering of items and Inventory system queries as required.
• Ensure security of store room areas is maintained.
• Be flexible in assisting colleagues with tasks.

• General Procurement

• Receive, unload, and process deliveries and account for incoming freight based on invoice and receiving reports.
• Receive and stage merchandise by department, mark appropriately for placement in facility, and deliver merchandise to appropriate department.
• Verify and track received inventory and complete inventory reports and logs.
• Reconcile shipping invoices and receiving reports to ensure count accuracy.
• Lock and unlock secure merchandise storage areas.

• Office - Stocking/Receiving

• Receive, store, ship, and deliver incoming and outgoing department packages and mail.

• Shipping and Receiving

• Secure the receiving room and its contents, ensuring safekeeping of packages.
• Follow all national, state, and local hazardous material shipping guidelines and regulations.
• Verify quantity and condition of packages upon receipt prior to delivery to guest.
• Maintain accurate tracking system on all shipping and receiving transactions, including receiving guest signatures for received packages.
• Ship all out-going mail and packages.
• Identify received product and delivery recipient and determine channeling and preference of distribution.
• Communicate with proper management regarding any loss or damage with packages.
• Communicate with guest regarding received packages, including following up with the recipient.

Safety and Security

• 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/supervisor.
• 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).

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Protect the privacy and security of guests and coworkers.
• Follow company and department policies and procedures.
• Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Perform other reasonable job duties as requested by Supervisors.

Guest Relations

• Address guests' service needs in a professional, positive, and timely manner.

Communication

• Speak to guests and co-workers using clear, appropriate and professional language.
• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
• Talk with and listen to other employees to effectively exchange information.

Working with Others

• Support all co-workers and treat them with dignity and respect.
• Develop and maintain positive and productive working relationships with other employees and departments.

Physical Tasks

• Read and visually verify information in a variety of formats (e.g., small print).
• Visually inspect tools, equipment, or machines (e.g., to identify defects).
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance.
• Grasp, turn, and manipulate objects of varying size and weight, requiring fine motor skills and hand-eye coordination.
• Move through narrow, confined, or elevated spaces.
• Move over sloping, uneven, or slippery surfaces.
• Move up and down stairs and/or service ramps.
• Reach overhead and below the knees, including bending, twisting, pulling, and stooping.

OSH (Occupational Safety & Health) Responsibilities

• All employees have a vital role in the risk management program so as to identify the associated risk in their work area which in line also with their job description and to eliminate where possible, if not by applying control measure reduce / minimize the risk level as low as reasonably practicable.
• Familiarize, understand, co-operate and comply with OSH policies, procedures with respect to any instructions and/or actions taken by the management to protect their health and safety and/or comply with OSH requirements which are relevant to their workplace.
• Report to their immediate supervisor any situation which they have reason to believe could present a hazard and which they cannot themselves correct.
• Make proper use of all safety devices and PPE provided and ensure they are maintained in proper working order.
• Attend applicable OSH training that is required in the Training Need Analysis.
• Actively participate in consultation and communication of OSH matters
• Report all OSH incidents and work-related injuries.
• Not intentionally or recklessly interfere with or misuse anything e.g. safety signage, protective barriers etc. provided at the workplace in the interest of health, safety and welfare.

Accor Control-related tasks

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

All cash handling associates are required to understand:

Policies & procedures specified in Accor Standards such as Cashiering Responsibilities, Cashier Overage & Shortages.

English level:

• Speaking and understanding, reading and writing

Education:

• Bachelor’s Degree in Finance, Accounting or any other related field preferred.

Experience:

• Minimum 1-year experience in Receiving Department in 5 Star Hotel

Others:

• High level of IT understanding.

• Ability to use Microsoft package efficiently