Receiving Agent

Job Description

As a Receiving Agent, you are in charge of handling all incoming deliveries efficiently and on time. This includes checking that all goods received by the hotel meet the required quality standards and comply with established policies and procedures. Your role ensures that the receiving process runs smoothly and that all items are accurate, acceptable, and properly documented.

Key Responsibilities

• Check all items delivered to the hotel to make sure they match the LPO, meet hygiene requirements, and follow hotel policies. Goods must be physically checked for quantity, weight, and visible condition before acceptance.
• Make sure accepted items are sent to the correct department, and obtain confirmation from the Department Head or an authorised representative.
• Examine supplier invoices to ensure they are original with copies, properly numbered, clearly detailed, and free from errors. Confirm correct delivery by stamping with the hotel seal and signing.
• Enter and process supplier invoices in FBM accurately and within the required timeframe.
• Review and handle Deviation Reports and Outstanding Order Reports in line with hotel procedures.
• Check Outgoing Records (OR) every week to ensure they are complete, properly controlled, and correctly recorded.
• Identify any pending or missing Outgoing Records and report them to the relevant Department Heads through the Outstanding Outgoing Record Report.
• Maintain both manual and electronic filing systems, ensuring files are clearly labelled, well organised, and accessible only to authorised personnel.
• Carry out all duties in a safe and responsible manner, following environmental, health, and safety guidelines to protect guests, staff, and the surroundings.
• Follow all hotel policies and procedures related to safety, health, and environmental practices at all times.

Skill & Experience

• Degree or diploma in Hotel Management, Accounting, or a related field
• Minimum of one year of previous work experience in a hotel environment, preferably in receiving, stores, or finance
• Strong verbal and written communication skills in English, with the ability to communicate clearly and professionally
• Good computer skills, including experience with standard office software and hotel systems
• Knowledge of hotel systems such as Opera, Micros, FBM, and SUN System is an added advantage
• Ability to prepare, review, and process documents accurately and within deadlines
• Good attention to detail and basic understanding of hotel policies and procedures
• Ability to work independently as well as part of a team in a fast-paced hotel environment