Purchasing Receiving Clerk

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Job summary -

Receive all hotel purchases, guest packages, and function materials. Properly log and maintain current receiving files. Complete daily receiving reports, daily food purchases reports. Communicates with vendors to ensure that all purchase orders have been closed and invoices have been processed.

Essential Duties and Responsibilities – (Key Activities)

The following are specific responsibilities and contributions critical to the successful performance of the position:

· Set Up New Vendors in Birchstreet

· Visit and Inspect vendor food facilities

· Receive operating, food and beverage products that are delivered to back dock

· Receives items for guests and specific functions

· Ensure that all products on purchase orders are received

· Work with vendors on getting outstanding invoices and credit memo’s

· Receive purchase orders for all Departments (Food & Beverage and Operating & Services)

· Attach invoices to Birchstreet purchase orders when received and update log to AP for processing payment

· Ensure invoices are received during specified times so AP knows when the batch will be ready to retrieve for processing

· Ensure all purchase orders and invoices have been submitted to AP in the month of service

· Work with Managers on open purchase orders to ensure the service or product has been received

· Perform monthly beverage inventory, biannual food inventory and monthly warehouse inventory

· Keep storerooms organized and clean

· Make sure goods are rotated (first in, first out)

· Make sure bottles are destroyed per TABC guidelines

· Train Associates and Managers on Birchstreet as needed

· Offer assistance when questions come up regarding Birchstreet processes

· Find new solutions to streamline processes

This list of essential functions is not exhaustive and may be supplemented as necessary.

Other Standard Responsibilities-

Experience -

· Minimum 6 months administrative experience

· Receiving and/or hotel experience a plus

General Skills -

• Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

Technical Skills -

• Ability to operate computer system
• Excellent record keeping skills
• Able to type 40 wpm
• Ability to use a date stamp, box cutter and 2 & 4 wheel carts
• Experience using a 10-key calculator
• Accurate filing ability
• Must have a valid Texas driver's license
• Ability to drive a van
• Ability to clearly communicate at all levels, read, write and speak
• Math ability, accurately multiply, divide, subtract, add, understand debits and credits

Education or Certification -

Language -

· Required to speak, read and write English, with fluency in other languages preferred

Physical Requirements -

• Must be able to endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, lift up to 100 pounds 20-30 times daily, and satisfactorily communicate with guests and co-workers to their understanding.

Others –

• While this is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.