Central Purchasing Clerk

Company: Ocean Hotels Barbados

Job Summary

The Central Purchasing Clerk is responsible for the efficient and accurate management of incoming shipments, inventory, and stock handling. This role ensures that inventory levels are maintained, stock is properly stored, and all relevant documentation is accurately processed. The Central Purchasing Clerk will also ensure that the storeroom meets the highest standards of organization and cleanliness in accordance with company and HACCP standards.

Key Duties & Responsibilities:

Receiving Shipments:

• Receive incoming shipments and deliveries promptly.
• Inspect items for quality and quantity, ensuring they meet established standards.
• Accurately document all relevant details of received deliveries.

Inventory Management:

• Reorder stock based on established reorder par level alerts.
• Maintain accurate inventory records, including precise stock levels and expiry dates.
• Ensure proper storage of items and strictly adhere to FIFO (first in, first out) principles to prevent any product spoilage.

Stock Handling:

• Order stock based on approved Purchase Orders.
• Process duty-free stock orders.
• Execute stock orders, receiving, and storage in company storeroom(s) according to established standards.
• Print labels from invoices received.
• Label received stock as directed.
• Verify items, quantities, and prices on invoices with the relevant Purchase Orders/Receiving Slip.
• Check for expiration dates and inspect for damaged products in received shipments.
• Pick stock based on authorized documentation.

Data Entry:

• Request quotations from suppliers (Duty Paid & Duty Free).
• Create Purchase Orders to be approved.
• Input invoices accurately into the AS400 system.
• Prepare short delivery notes for short invoices.
• Create pick orders in the system based on departmental requests.

Stock Issuance:

• Distribute stock to Housemen / Stewards based on authorized documentation.
• Maintain detailed records of all stock transactions.
• Close or issue pick orders in the system based on items shipped.

Storeroom Maintenance:

• Ensure the storeroom consistently adheres to the highest standards of tidiness and organization, in accordance with Ocean Hotels and HACCP standards.

Temperature Monitoring:

• Regularly record and document freezer and fridge temperatures three times daily.
• Alert the Group Purchasing Manager when items are at or below the established par level.
• Ensure temperature logs are documented.

Inventory Audits:

• Assist in monthly stock takes to ensure accurate inventory levels.
• Report any discrepancies, damaged goods, or inventory shortages to the Purchasing Manager.
• Verify items, quantities, and prices stated on invoices being received with Sea Breeze Beach House/O2 Beach Club & Spa/The Rockley Purchase Orders/Receiving Slip.
• Check for expiry dates of items being received.

Skills Required:

• Good communication skills to interact with suppliers.
• Basic computer literacy.
• Ability to perform light to moderate physical duties.
• Ability to lift up to 50 lbs.

Qualifications:

• High School Diploma or equivalent.
• Certification in Supply Chain Management, Purchasing, or a related field is a plus.
• HACCP certification or knowledge of HACCP standards is preferred.

Experience:

• Minimum of 2 years of experience in a purchasing, inventory management, or storeroom role.
• Experience with inventory management software (e.g., AS400 system) is highly desirable.
• Previous experience in a hospitality or food service environment is an advantage.