Receiving Person

Highgate Hotels•Carolina, PR

About The Position

The Purchasing Clerk is responsible for handling purchasing functions, maintaining an effective filing system and assisting in obtaining bids for hotel supplies. He/she is also responsible for optimizing the effectiveness in providing the hotel with the best prices for the best products and contributing to the overall profitability of the hotel.

Requirements

Maintain a warm and friendly demeanor at all times.
Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
Must be able to multitask and prioritize departmental functions to meet deadlines.
Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
Attend all hotel required meetings and trainings.
Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
Must be able to cross-train in other hotel related areas.
Must be able to maintain confidentiality of information.
Must be able to show initiative, including anticipating guest or operational needs.
Perform other duties as requested by management.

Responsibilities

Must be able to work with and understand financial information and data, and basic arithmetic functions.
Maintain and control issuance and filing of all Purchase Orders and supporting documentation, to include inputting all information into the computer.
Check all Purchase Orders (PO’s) received by the department to ensure it has been authorized, signed, price checked and assigned to an authorized vendor.
Answer department’s phone and respond to vendors, guests, and employees’ needs.
Assist in the regular bidding process associated with non-food and beverage products, i.e. basic office supplies and furniture, maintenance and cleaning supplies, food and beverage equipment, etc.
Assist Purchasing Director in the preparation of interdepartmental or external correspondence.
Maintain and organize all bid records for easy reference to historical information.
Maintain a current list of all hotel approved vendors, which include their products, most recent pricing, contact name, phone number and related order history.
Ensure training in proper receiving procedures to ensure freshness of products.
Assist in month-end or quarterly inventories as required by supervisors.
Assist in maintaining office supplies storage room.
Open the room on certain scheduled days or times, if necessary.