Receiving Administrator

About the role

The Receiving Administrator supports the Inventory Controller and Procurement team at One&Only Cape Town, ensuring that all goods received are accurately documented, reconciled and processed in line with hotel standards and procurement procedures.

Key responsibilities

• Review daily Purchase Orders and verify that received goods match specifications, pricing, quantities and quality standards.
• Match invoices to approved Purchase Orders, flagging any discrepancies to Procurement or the Inventory Controller.
• Ensure that all received items are transferred to Stores or the relevant department before the end of each day.
• Process and reconcile Goods Received Notes, invoices, credit notes and supporting documentation.
• Attach, stamp and sign invoices to the corresponding Purchase Orders and submit receiving batches to Accounts Payable within daily deadlines.
• Maintain open Purchase Orders, back‑orders and Type 3 files, ensuring timely closure.
• Prepare and distribute daily, weekly and monthly reports on open Purchase Orders, outstanding deliveries, receiving status and non‑received items.
• Update supplier records and keep inventory information current.

Required profile

• Strong attention to detail and ability to follow established procedures.
• Good communication skills for interaction with suppliers, stores, finance and operational departments.
• Understanding of procurement, inventory control, health and safety, food safety and financial controls.
• Ability to work accurately under tight deadlines.

Required skills