Receiving Officer at One&Only Resorts

• The Receiving Assistant is responsible for ensuring that all goods delivered to One&Only Cape Town are received accurately, inspected for quality, matched against approved purchase orders, and processed according to company policies. The role protects inventory integrity, supports procurement and finance, and ensures compliance with food safety and internal control standards.

Main Responsibilities
Receiving & Inventory Control

• Verify all deliveries against approved Purchase Orders (POs).
• Inspect goods for correct quantity, quality, pricing, and specifications.
• Match invoices with POs and Goods Received Notes (GRNs).
• Process receiving documentation accurately and submit to Accounts Payable.
• Ensure no stock remains in the receiving area at the end of the day.
• Monitor open POs, back orders, and outstanding deliveries.

Supplier Coordination

• Communicate with suppliers regarding shortages, pricing discrepancies, damaged goods, returns, and credit notes.
• Follow up on outstanding deliveries and supplier credits.
• Monitor supplier performance relating to quality and service.

Food Safety & Compliance

• Ensure compliance with HACCP and Food Safety Management Systems (FSMS).
• Check expiry dates, temperatures, hygiene standards, and storage conditions.
• Apply FIFO/FEFO stock rotation principles.
• Reject or report damaged, expired, or non-compliant goods.
• Maintain a clean and safe receiving area.

Reporting & Administration

• Prepare daily, weekly, and monthly reports on:
• Open Purchase Orders
• Outstanding deliveries
• Receiving status
• Back orders
• Credit notes
• Inventory reports
• Maintain accurate filing and documentation for audit purposes.

Inventory Support

• Assist with monthly stock counts and inventory audits.
• Support Procurement and Inventory Control during busy periods.
• Help investigate inventory discrepancies.

Experience & Qualifications

• Grade 12 (Matric).
• A qualification in Procurement, Logistics, Supply Chain, Hospitality, or Finance is advantageous.
• At least 2 years' experience in receiving, procurement, stores, inventory control, or finance within a 4- or 5-star hotel or hospitality environment.
• Proficiency in Microsoft Excel, Outlook, and inventory management systems.
• Knowledge of procurement processes, inventory controls, GRNs, HACCP, FSMS, FIFO/FEFO, and Accounts Payable procedures is beneficial.

Key Competencies

• Strong attention to detail and numerical accuracy.
• Excellent organisational and administrative skills.
• Effective communication and stakeholder management.
• Ability to work under pressure and manage multiple priorities.
• High integrity, accountability, and confidentiality.
• Strong problem-solving skills and teamwork.
• Commitment to luxury hospitality service standards.
• Key Performance Indicators (KPIs)
• Success in the role is measured by:
• Accuracy of goods received.
• Correct GRN and invoice processing.
• Timely submission of receiving batches.
• Effective management of open purchase orders.
• Inventory accuracy.
• Recovery and processing of credit notes.
• Compliance with food safety and audit requirements.
• Cleanliness and organisation of the receiving area.
• Supplier performance and internal customer satisfaction.