Receiving Clerk

Role Overview

As Receiving Clerk at The Social House, you are the first line of control for everything that crosses the loading bay — from fresh produce and dry stores to equipment and operating supplies. Each day you meet inbound deliveries, reconcile them against approved paperwork, physically verify what has actually arrived, and move accepted goods into the property quickly and in good condition. Your accuracy directly protects the hotel's food safety standards, cost controls and supplier relationships, because nothing should reach a kitchen or store room unless it has been checked, documented and accepted properly.

Key Responsibilities

• Inspect every inbound consignment at the receiving point, confirming quantities by physical count, weight or measurement rather than trusting supplier paperwork alone, and checking packaging, condition, freshness, and manufacturing or expiry dates where relevant.
• Verify perishable items against temperature, hygiene and quality expectations, and refuse anything that falls short of the required standard.
• Match each delivery to its approved Purchase Order/LPO, delivery note and invoice, checking descriptions, specifications, ordered quantities and agreed prices before accepting goods.
• Identify and act on short deliveries, over-deliveries, substitutions, incorrect items, damaged stock and other variances — rejecting non-compliant goods or escalating them, and reporting significant discrepancies to management without delay.
• Raise accurate Goods Received Notes (GRNs) promptly and post accepted stock into the hotel's inventory or materials management system.
• Complete return documentation for rejected goods and ensure the full document trail — purchase order, delivery note, invoice, GRN and supporting records — is matched correctly for Finance.
• Maintain daily receiving records and a filing system that keeps every transaction easy to trace, while accepting goods only from approved suppliers under established purchasing procedures.
• Keep the receiving area clean, secure, organised and hygienic, transfer goods to the correct storage or operating area promptly, and support stock counts and inventory reconciliation when required.

Requirements & Qualifications

• Certificate or Diploma in Purchasing & Supplies, Procurement, Stores Management, Accounting, Hospitality Management or a related discipline.
• At least 5 years of hands-on experience in receiving, stores, inventory control or a comparable role.
• Prior exposure to a 4- or 5-star hotel, premium restaurant or similarly controlled hospitality environment is strongly preferred.
• Practical working knowledge of receiving and inventory procedures, including Purchase Orders/LPOs, delivery notes, invoices, GRNs and return documentation.
• Solid understanding of stock control and inventory reconciliation, with the ability to spot mismatches in quantity, price, quality and specification.
• Experience using inventory, purchasing, accounting or materials management systems, plus good computer literacy and Microsoft Excel skills.
• Strong numerical ability, meticulous attention to detail, and well-organised record keeping.
• Basic knowledge of food safety requirements for perishable goods and receiving conditions.
• Clear written and verbal communication, with the confidence to deal professionally with suppliers and coordinate across Culinary, Food & Beverage, Stores, Procurement and Finance.
• High integrity, accountability and sound professional judgement, with the ability to work efficiently in a fast-paced environment without sacrificing accuracy.