Purchasing and Receiving Clerk
Purchasing and Receiving Clerk
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Job Description
Job Position: Purchasing and Receiving Clerk
Department: Finance
Location: Green Coast Palase Vlore
Type of employment:Permanent
Key Responsibilities:
1. Purchasing and Procurement:
Order Supplies: Accurately place orders for all necessary supplies including food and beverage cleaning products linens equipment and other materials required by the hotel s various departments and outlets.
o Work with department heads to identify stock levels and forecast future needs.
o Ensure all purchases are made according to the hotels budget cost control guidelines and policies.
Vendor Relationships: Establish and maintain strong professional relationships with suppliers ensuring the timely delivery of quality goods at competitive prices.
o Assist Cost Controller to negotiate favorable prices payment terms and delivery schedules with suppliers/vendors as per the needs of the hotel and within budget terms.
o Regularly review with Cost Controller supplier performance to ensure they meet the hotel s quality standards and service expectations.
Purchase Orders: Approves requests and process POs for inventories ensuring that they align with departmental needs and budget restrictions tracking inventory levels.
o Ensure inventory POs are accurate clear and complete including all necessary details (quantities descriptions prices and delivery dates).
Stock Management: Work closely with department managers to monitor inventory levels minimizing excess stock and preventing shortages.
o Implement efficient inventory practices to keep hotel operations running smoothly while adhering to budget constraints.
2. Receiving Goods and Inventory Control:
Receive Deliveries: Ensure all deliveries are received on time and in good condition.
o Physically inspect goods with storekeepers upon arrival to confirm they meet the specifications outlined in purchase orders.
o Verify with storekeepers quantities quality and prices of goods delivered by comparing the packing slip or invoice against the purchase order.
o Reject any damaged substandard or incorrect items and ensure proper documentation of discrepancies.
Documentation and Bookkeeping: Record all incoming goods accurately ensuring that all receiving documents (packing slips invoices) are matched with purchase orders.
o Enter all receiving data into the hotel s inventory management system.
o Maintain a detailed organized filing system for all purchase and receiving records for future reference and audits.
o Gives hard copy to Chief accountant for filing and further verification.
Inventory Movement: Coordinate the transfer of goods to storage or the relevant departments (e.g. food & beverage housekeeping maintenance) or from storage to departments.
o Ensure proper handling and storage conditions for goods especially perishable items (e.g. food and beverages) to comply with health and safety regulations.
o Track and monitor inventory levels for any inappropriate excess stocks or orders from departments.
Quality Control: Inspect the quality of all received goods and services ensuring they meet the hotel s high standards for quality and compliance with safety regulations.
o Report any issues with quality or discrepancies immediately to Cost Controller.
3. Communication and Coordination:
Internal Communication: Liaise with various departments including food & beverage housekeeping maintenance and administration to ensure their supply needs are met.
o Inform department managers about the status of their orders and expected delivery dates.
o Communicate any supply shortages or backordered items that may impact hotel operations.
o Communicate with Chief Accountant to coordinate payments on time.
Vendor Communication: Act as the primary point of contact between the hotel and suppliers regarding any order issues delivery delays or quality concerns.
o Work with vendors to resolve issues promptly and maintain a positive working relationship.
Problem Resolution: Handle any issues or discrepancies related to purchased goods such as damaged products incorrect quantities or delayed shipments by communicating directly with the vendor or supplier to resolve these problems quickly.
4. Administrative Duties:
Invoice Processing: Ensure that all invoices for received goods are processed accurately and promptly.
o Match supplier invoices to purchase orders and receiving report from storekeepers ensuring discrepancies are identified and addressed. Reports them to Chief Accountant.
o Forward accurate documentation to the accounting department for payment processing. Follows up and ensures that payments are done on time.
Budget and Cost Control: Assist the Cost Controller in monitoring and controlling costs managing expenses efficiently within budget of each department.
5. Health & Safety Compliance:
Food Safety and Hygiene: Ensure that all food and beverage items are received and stored according to safety and sanitation regulations including temperature control and food safety standards.
6. Inventory Auditing:
Assist in Audits: Support the Finance Department during physical inventory counts and audits ensuring accurate records of stock are maintained at all times.
o Help with reconciling inventory discrepancies and ensure inventory controls are strictly followed.
Requirements
- Bachelor s degree in Finance Accounting Hospitality Management or a related field.
- 35 years of experience.
- Prior experience working with procurement and inventory management systems.
Technical Skills:
- Proficiency in hotel and accounting software (e.g. Opera Micros or similar).
- Advanced skills in Microsoft Excel with the ability to create cost reports and financial models.
- Understanding of inventory management purchasing and procurement best practices.
Soft Skills:
- Excellent analytical and problemsolving skills.
- Strong attention to detail and accuracy.
- Effective communication and negotiation skills.
- Ability to work under pressure and meet deadlines.
- High level of integrity and commitment to financial control.
Benefits
Work Conditions:
Green Coast HotelMGallery Collection is an equal opportunity employer that offers a professional and dynamic work environment an attractive compensation and benefits package and opportunities to fully develop your professional potential.
Method of Application:
All those interested can apply by choosing one of the three methods above:
Directly through Zoho Recruit
Via LinkedIn
Application deadline:28/02/2025
* All applications will be treated with strict confidentiality according to the law No. 9887 set by the Albanian Parliament for the "Protection of Personal Data".
* Only shortlisted candidates will be contacted.
Employment Type
Full Time
Company Industry
Financial Services / Insurance Agencies and Brokerages / Investment Banking
