Stock Controller - AC Hotel by Marriott Cape Town Waterfront at Marriott International

JOB SUMMARY

Responsible for following established procedures in receiving, storing, distributing and capturing of invoices. Support / Assist in stores and cost control. Perform other duties as and when required.

Education and Experience

• Proficiency in Microsoft packages essential (Word, Excel, email) 
• Knowledge of Micros Materials Control or similar systems and numeracy essential
• Previous knowledge of receiving, purchasing, stores & inventory control in a similar environment
• Data capturing experience
• Ability to work without supervision
• Diploma in warehouse management or purchasing management or stock control/stores management would be an advantage
• Flexible working hours
• Be prepared to perform other duties within the department
• Excellent communication skills , peoples person

Core Functions and Duties 

Take full responsibility for the day-to-day running of receiving department. Be familiar with Cost throughout the Hotel, recommend and implement measures to control cost.

• Report directly to the Financial Manager
• Assist in ensuring that all items are efficiently received in the loading bay and checked against purchase orders as per the policies and procedures of Marriott.
• Ensure all deliveries of products are made via the receiving bay, and that all invoices are stamped and signed as per hotel policy.
• Ensure all items received agree with the invoice, and issue a credit note for incorrect or short deliveries
• Ensure that all deliveries and delivery personnel are supervised, and no stock is ever left unsecured or unsupervised.
• Ensure stock is moved from receiving cages immediately it arrives, to the relevant store, and ensure NO stock is left in cages after hours.
• Ensure all items received are checked for Weight, Packaging, Packing and Expiry Information, Quality, Price as Negotiated with supplier.
• Ensure the receiving area and equipment are cleaned daily including the scales and the accuracy thereof and secured after hours, report any maintenance needs to the Finance Manager
• Ensure that the correct parcel handling procedure is adhered to, and communication sent immediately the parcel is received.  Ensure accurate records of the parcel are kept at all times.
• Ensure all Delivery & Credit notes are logged and followed up for invoices on a daily basis.
• Ensure the chef is informed upon the receipt of perishable food items and ensure that the qualities of the goods are checked by Senior Chef on duty.
• Ensure proper organization of delivery vehicles to avoid congestion in the loading bay.
• All returns, underages and overages must be clearly noted on the suppliers delivery note or invoice copy.
• Any credit notes must be made out and signed for by the supplier’s delivery representative.  The supplier must retain the original copy.
• Perform checks on receiving temperatures of perishable goods, as well as delivery vehicles, and relevant logs kept for audit purposes as per Marriott policies.  Report any concern immediately to the supplier, Purchasing Manager and Cost Controller.
• Ensure all perishable and shelf-life goods are date stamped upon delivery.
• In the case of non-inventory stock, the user who ordered the item must be notified and collect the item from the cage and transport it to their own store.
• All invoices must be matched to the relevant order and prices compared.  Any differences must be investigated immediately against price quotes.
• Ensure all invoices are captured in the period that they are received, and any deviations from this are communicated to the Finance Manager.  Ensure all invoices are captured before stock takes and liaise with the Finance Manager as to when receiving can commence between periods.
• The capturing and reviewing of stock sheets.
• Non deliveries must be reported to the Financial Manager
• Ensure all invoices are batched for the day at 16h00 and submit to the Financial Manager for checking and sign off.  Ensure invoice receiving remains up to date daily, and invoice batches are sent to accounts payable on a daily basis.
• Complete all daily duties as set out in departmental duties and requirements.
• Do follow-up on outstanding deliveries and report to relevant Manager.
• Help with month end stock takes and month end procedures.