Hotel Receiving Clerk

Pyramid Global Hospitality•Miami, FL

4d•Onsite

About The Position

The Receiving Clerk is responsible for the accurate, secure, and timely receipt of all goods delivered to the hotel. This position ensures that merchandise received matches approved Purchase Orders, vendor documentation, and established hotel standards for quantity, quality, condition, pricing, food safety, and specifications. The Receiving Clerk serves as an important internal control within the hotel's purchasing and inventory process. The position is responsible for physically inspecting and counting deliveries, documenting discrepancies, processing receiving records, coordinating returns and vendor credits, and ensuring that all merchandise is promptly transferred to the appropriate storage location or department.

Requirements

Previous hotel, hospitality, receiving, warehouse, purchasing, inventory, or related experience preferred.
Experience handling food and beverage deliveries is strongly preferred for hotel properties with significant F&B operations.
Basic understanding of Purchase Orders, invoices, receiving documents, and inventory procedures.
Ability to perform accurate mathematical calculations and physical counts.
Ability to inspect merchandise for quality, condition, quantity, and compliance with specifications.
Ability to use basic computer systems and purchasing/inventory software.
Ability to maintain accurate records and documentation.
Ability to communicate professionally with vendors, managers, and hotel departments.
Knowledge of food-safety practices and HACCP principles preferred.
Bilingual English/Spanish speaking is a plus
Physical requirements include extended periods of standing and/or walking, bending, reaching, pulling, pushing, kneeling, and lifting up to 100 pounds.
The job requires close vision with or without corrective lenses

Nice To Haves

Previous hotel, hospitality, receiving, warehouse, purchasing, inventory, or related experience
Experience handling food and beverage deliveries
Knowledge of food-safety practices and HACCP principles
Bilingual English/Spanish speaking

Responsibilities

Receive deliveries from approved hotel vendors in accordance with established hotel procedures.
Confirm that deliveries are expected and correspond to an approved Purchase Order (PO) or authorized recurring/emergency exception.
Request and review vendor invoices, packing slips, bills of lading, or other delivery documentation.
Verify vendor name, PO number, item descriptions, specifications, quantities, unit of measure, case/pack size, pricing, taxes, discounts, substitutions, and backordered items.
Physically count all cases, boxes, containers, and individual items as appropriate.
Weigh products purchased by weight and verify quantities against the PO.
Open cartons when necessary to confirm contents and case sizes.
Never rely solely on vendor paperwork when determining quantities received.
Document all shortages, overages, substitutions, damaged merchandise, and other discrepancies before signing delivery documentation.
Never sign an invoice or delivery receipt until the physical inspection and count have been completed.
Obtain appropriate management approval for price variances, substitutions, unauthorized purchases, or other exceptions before accepting merchandise.
Inspect all food and beverage deliveries for freshness, appearance, color, odor, packaging integrity, expiration/use-by dates, and overall quality.
Verify that food products conform to approved hotel specifications.
Identify signs of contamination, pest activity, improper handling, thawing/refreezing, spoilage, or damaged packaging.
Use a clean, calibrated thermometer to verify temperatures of temperature-sensitive deliveries when required.
Ensure refrigerated, frozen, and hot food deliveries comply with the hotel's HACCP plan and applicable food-safety requirements.
Record product temperatures as required by the hotel's food-safety program.
Immediately escalate food-safety concerns or products outside approved temperature limits to the Executive Chef, F&B leadership, or designated manager.
Reject or place on hold products that do not meet established quality or food-safety standards.
Reject or place merchandise on hold when products are incorrect, damaged, expired, spoiled, contaminated, improperly packaged, outside approved temperature limits, or otherwise fail to meet hotel specifications.
Clearly document the reason for rejection on the invoice, packing slip, or receiving report.
Obtain acknowledgement from the delivery representative whenever possible.
Document returned items, quantities, reasons for return, and vendor acknowledgement.
Request and track applicable vendor credit memos.
Maintain accurate records of outstanding vendor credits and follow up until credits are properly reflected on the hotel's account.
Match vendor invoices and delivery documentation to approved Purchase Orders.
Record actual quantities received rather than quantities ordered.
Document all rejected, returned, substituted, shorted, or over-delivered merchandise.
Verify unit pricing, extensions, taxes, discounts, and applicable contractual pricing.
Enter or post receiving transactions in the hotel's purchasing, receiving, inventory, or accounting system as applicable.
Ensure receiving records are accurate, complete, and submitted promptly to Purchasing, Finance, and/or Accounts Payable according to hotel procedures.
Maintain organized receiving documentation and support proper separation of duties between purchasing, receiving, and invoice approval.
Promptly transfer received merchandise to the appropriate storage location or department.
Immediately move refrigerated and frozen products into approved temperature-controlled storage.
Transfer dry goods to the designated dry storage area.
Transfer beverages to secured beverage storage.
Route operating supplies, cleaning products, engineering materials, office supplies, guest amenities, uniforms, linen, and other merchandise to the appropriate storage location or department.
Secure high-value merchandise immediately and obtain departmental acknowledgement when required.
Never leave temperature-sensitive or high-value merchandise unattended on the receiving dock.
Maintain strict control of the receiving area and limit access to authorized personnel.
Prevent vendors from accessing hotel storerooms or back-of-house areas without authorization.
Do not allow vendors to place merchandise directly into hotel inventory without receiving verification.
Ensure hotel property does not leave the premises without proper authorization and documentation.
Report suspicious activity, suspected theft, attempted unauthorized removal of property, fraudulent activity, or unusual delivery discrepancies immediately.
Keep receiving doors and storage areas secured when not actively in use.
Support the hotel's loss-prevention and inventory-control procedures at all times.
Maintain the receiving dock and storage entrance in a clean, organized, sanitary, secure, and professional condition.
Ensure the area remains well illuminated and free of trash, unnecessary materials, and potential pest hazards.
Remove pallets, cardboard, packaging, and other materials in accordance with hotel procedures.
Ensure receiving equipment, including scales and thermometers, is operational and properly maintained when applicable.
Report maintenance, sanitation, pest-control, security, or safety concerns promptly.
Maintain professional, courteous, and respectful relationships with all vendors and delivery personnel.
Clearly communicate delivery discrepancies, rejected merchandise, shortages, damages, and documentation requirements.
Require vendors to correct inaccurate delivery documentation when necessary.
Obtain vendor acknowledgement of returns and discrepancies whenever possible.