Retail Receiving Clerk

Four Seasons Hotels and Resorts•Naples, FL

1d•Onsite

About The Position

This role involves checking all incoming goods against delivery orders and invoices, food specifications, and purchase records to ensure accuracy in type, amount, price, and quality of items received and ordered. The position requires maintaining professional relationships with co-workers, supervisors, vendors, and other departments to facilitate effective receiving operations. The clerk must also adhere to Four Seasons' work rules and standards of conduct, ensure compliance with local and corporate policies, and understand the hotel's quality standards. A key responsibility is verifying that all non-food and beverage deliveries align with approved purchase orders, investigating and rejecting deliveries without them. The role includes maintaining organized files of purchase orders, inspecting the physical condition and quantity of received items, checking food quality, and ensuring deliveries are made only to the designated receiving area. Invoices and packing slips must be stamped, and credit requests for refused or damaged items must be processed. Daily receiving reports for all categories (food, beverage, non-food) are required, along with updating electronic systems for purchase orders, invoices, and inventory. Discrepancies must be reported, and specific forms completed for goods received without invoices. The clerk will also assist with inventories, ensure storerooms are secure and organized, comply with food hygiene standards, conduct temperature recordings, check shelf life and expiry dates, and assist Accounts Payable with invoice discrepancies. Additional duties may be assigned by management.

Requirements

At least one year of experience or similar work experience.
High school education or equivalent experience

Responsibilities

Check all incoming goods against delivery orders and invoices, food specifications and purchase records to ensure that the type, amount, price and quality of items received and ordered are correct.
Maintain harmonious and professional relationship with co-workers, supervisors and all departments to promote effective receiving.
Comply with Four Seasons’ Category One and Category Two Work Rules and Standards of Conduct as set forth in EmPact.
Maintain a firm and amicable relationship with vendors’ delivery persons.
Assist in other areas of the accounting office as needed.
Ensure all local and corporate policies, rules, internal controls and procedures and safeguards as they relate to Naples Trading Company along with Purchasing Department.
Understand quality standards of the hotel.
Ensure that all non-food and beverage deliveries coincide with an approved purchase order. All deliveries without purchase orders must be investigated and mostly rejected.
Maintain an up to date file of the receiving copy of all approved purchase orders. All purchase orders must clearly state the status of delivery (i.e. open or partial).
Inspect the physical condition, check quality and count or measure the quantity and weight of all items or supplies at the time they are received and before they are placed in storage.
Inspect food quality at receiving. Anything questionable must be addressed and approved by the Executive Chef or his delegate or the Purchasing Director.
Ensure all deliveries are received at the designated receiving area only.
Ensure all invoices and/or packing slips are stamped with the appropriate receiving stamp upon delivery.
Request for credit is completely filled out for any items refused or damaged and signed by the driver and Receiver and entered on Receiving Report.
Ensure that all Receiving Reports inclusive of food, beverage, non-food and beverage are done daily on a timely basis.
Update electronic Purchase Order System and post all invoices into computerized Inventory system and/or Accounts Payable system.
Check all postings against Edit Report prior to generating the Daily Receiving Report.
Ensure that a "Goods Received w/o an Invoice Form" is completely filled out for any goods received in this manner.
Ensure that all food and beverage deliveries are received in conjunction with the order forms.
Check and match receiving documents to electronic purchase orders daily to verify price quotations, and report any discrepancies to the Director of Purchasing.
Inform the Director or Assistant Director of Purchasing & Director of Retail in the event of any returns, shortages, or no show deliveries immediately.
Assist as necessary with all month end, quarterly or annual inventories of food, beverage, operating equipment and supplies.
Work together with other Purchasing/Storeroom staff to assure smooth transition of receiving to storage.
Ensure Naples Trading Retail spaces and storage are kept secure, clean and organized.
At all times, comply with food hygiene standards.
Conduct temperature recordings of vendor chiller trucks, chilled and frozen food.
Check shelf life and expiry of food and beverage products and alert the Director of Retail.
Assist with regular cleaning and re-organization of storerooms.
Assist the Accounts Payable Clerk in researching any discrepancies on invoices.
Perform any additional duties as assigned by the Director of Retail and Naples Trading Company Manager