Purchasing Clerk - The Cape Town EDITION Hotel (Pre-opening)

Calculate figures for food inventories, orders, and costs. Maintain clear and organized records to ensure all reports and invoices are filed and stored properly. Post invoices using computer programs. Conduct inventory audits to determine inventory levels and needs. Complete requisition forms for inventory and supplies. Notify manager/supervisor of low stock levels. Verify and track received inventory and complete inventory reports and logs. Reconcile shipping invoices and receiving reports to ensure count accuracy. Receive, unload, and process deliveries. Refuse acceptance of damaged, unacceptable, or incorrect items. Troubleshoot vendor delivery issues and oversee return process. Adhere to food safety and handling policies and procedures across all food-related areas. Monitor PAR levels for all food items to ensure proper levels.

Report accidents, injuries, and unsafe work conditions to manager; complete safety training and certifications. Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Comply with quality assurance expectations and standards. Read and visually verify information in a variety of formats (e.g., small print). Visually inspect tools, equipment, or machines (e.g., to identify defects). Enter and locate work-related information using computers and/or point of sale systems. Stand, sit, or walk for an extended period of time or for an entire work shift. Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance. Move through narrow, confined, or elevated spaces. Move over sloping, uneven, or slippery surfaces. Reach overhead and below the knees, including bending, twisting, pulling, and stooping. Perform other reasonable job duties as requested by Supervisors.

CRITICAL TASKS

Safety and Security

• Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.


• Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor.


• Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel.


• Use proper equipment, wear appropriate personal protective clothing (PPE), and employ correct lifting procedures, as necessary, to avoid injury.


• Follow policies and procedures for the safe operation and storage of tools, equipment, and machines.


• Maintain awareness of undesirable persons on property premises.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.


• Follow company and department policies and procedures.


• Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.


• Protect the privacy and security of guests and coworkers.


• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.


• Perform other reasonable job duties as requested by Supervisors.

Communication

• Speak to guests and co-workers using clear, appropriate and professional language.


• Talk with and listen to other employees to effectively exchange information.


• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.


• Exchange information with other employees using electronic devices (e.g., pagers and two-way radios, email).


• Provide assistance to coworkers, ensuring they understand their tasks.


• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

Working with Others

• Support all co-workers and treat them with dignity and respect.


• Develop and maintain positive and productive working relationships with other employees and departments.


• Partner with and assist others to promote an environment of teamwork and achieve common goals.


• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.

Quality Assurance/Quality Improvement

• Comply with quality assurance expectations and standards.

Physical Tasks

• Read and visually verify information in a variety of formats (e.g., small print).


• Visually inspect tools, equipment, or machines (e.g., to identify defects).


• Enter and locate work-related information using computers and/or point of sale systems.


• Stand, sit, or walk for an extended period of time or for an entire work shift.


• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance.


• Move through narrow, confined, or elevated spaces.


• Move over sloping, uneven, or slippery surfaces.


• Reach overhead and below the knees, including bending, twisting, pulling, and stooping.

General Procurement

• Conduct inventory audits to determine inventory levels and needs.


• Lock and unlock secure merchandise storage areas.


• Notify manager/supervisor of low stock levels in a timely manner.


• Work with suppliers to resolve discrepancies between invoices and actual received merchandise, and report to manager/supervisor as necessary.


• Verify and track received inventory and complete inventory reports and logs.


• Order packaging, raw materials, and supplies as needed.


• Reconcile shipping invoices and receiving reports to ensure count accuracy.


• Complete requisition forms for inventory and supplies.


• Use technology to send, receive, and print out product requisitions.


• Receive, unload, and process deliveries and account for incoming freight based on invoice and receiving reports.


• Troubleshoot vendor delivery issues.


• Oversee return process by verifying counts, shipping addresses, labels, etc.

Finance

• Maintain clear and organized records to ensure all reports and invoices are filed and stored properly.


• Post invoices using computer programs.


• Calculate figures for food inventories, orders, and costs.

General Food - Stocking/Receiving

• Refuse acceptance of damaged, unacceptable, or incorrect items, track refusal of items, and communicate to appropriate management.


• Adhere to food safety and handling policies and procedures, such as First In-First Out (FIFO) and Cold Chain compliance, across all food-related departments or areas.


• Reduce workplace hazards in storeroom by following safe handling and storage policies and procedures.


• Inspect deliveries and date times to verify freshness, cleanliness, consistency, and quality throughout case lots.


• Monitor PAR levels for all food items to ensure proper levels.


• Date, label, and rotate all items according to company standards.


• Identify and remove merchandise that is outdated, distressed, or unacceptable in appearance to ensure quality and freshness.

CRITICAL COMPETENCIES

Analytical Skills

• Arithmetic Computation


• Computer Skills


• Learning


• Decision-Making

Interpersonal Skills

• Team Work


• Diversity Relations


• Interpersonal Skills


• Customer Service Orientation

Communications

• English Language Proficiency


• Listening


• Communication


• Applied Reading


• Telephone Etiquette Skills

Personal Attributes

• Dependability


• Safety Orientation


• Integrity


• Positive Demeanor


• Stress Tolerance


• Presentation


• Adaptability/Flexibility


• Initiative

Organization

• Detail Orientation


• Time Management


• Planning and Organizing


• Multi-Tasking

Physical Abilities

• Proper Lifting Techniques

General Procurement

• Inventory Control

Food - Stocking/Receiving

• Product Quality and Appearance


• Sanitation Systems

PREFERRED QUALIFICATIONS

Education

Matric and Finance or Tourism Diploma or Degree

Related Work Experience

At least 1 year of related work experience

Supervisory Experience

No supervisory experience is required