Receiving Administrator

( 20032 )

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy™, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn.

Set in the vibrant heart of Cape Town’s waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences. The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion

Job Summary The Receiving Administrator is responsible for supporting the Inventory Controller and Procurement team by ensuring all receiving, documentation, reconciliation, supplier communication, and inventory administration processes are completed accurately, efficiently, and within established timelines. The role ensures compliance with procurement procedures, inventory controls, health and safety standards, food safety requirements, and financial controls while maintaining effective communication with suppliers, stores, finance, and operational departments.

Key Duties and Responsibilities

Receiving & Inventory Administration

• Review daily Purchase Orders (POs) and ensure all goods received comply with approved specifications, pricing, quantities, quality standards, and resort requirements.
• Verify invoices against approved Purchase Orders and report discrepancies relating to pricing, quantities, quality, or delivery immediately to the Procurement Department and/or Inventory Controller.
• Ensure all received goods are collected by Stores or relevant departments with no stock remaining in Receiving at day-end.
• Process and reconcile all goods received, including GRNs, invoices, approved Purchase Orders, credit notes, and supporting documentation.
• Ensure all invoices are correctly attached to approved Purchase Orders, stamped, signed, and processed accurately.
• Complete and submit receiving batches to AP by designated daily deadlines.
• Manage and maintain open Purchase Orders, back orders, and Type 3 files to ensure timely closure and resolution.
• Prepare and distribute daily, weekly, and monthly reports on:
• Open Purchase Orders
• Outstanding deliveries/back orders
• Receiving status reports
• Type 3 reports
• Non-received items
• Monthly departmental reports
• Assists maintain accurate supplier records and update supplier information within the inventory management system.

Supplier & Stakeholder Coordination

• Liaise with suppliers regarding outstanding deliveries, back orders, pricing discrepancies, quantity queries, returns, and credit notes.
• Follow up with supplier accounts departments to obtain outstanding credit notes for processing.
• Record and monitor supplier performance concerns relating to deliveries, quality, pricing, and service standards to support supplier evaluations.
• Communicate receiving status and outstanding orders with operational departments and stakeholders.

Stock Returns & Exception Management

• Ensure damaged, expired, short-delivered, or non-compliant goods are immediately reported and returned using approved Goods Returned Notes.
• Coordinate stock returns, free stock receipts, and function-related stock movements with suppliers and operational departments.
• Manage hired equipment receiving and return processes with relevant department heads.
• Ensure approved Purchase Orders or invoices are not amended without authorization from Procurement Management.

Compliance, Food Safety & Health Standards

• Ensure receiving processes comply with internal controls, health and safety requirements, and food safety procedures.
• Monitor expiry dates, product condition, temperatures, hygiene standards, and storage requirements during receiving activities.
• Ensure compliance with HACCP, FSMS, food hygiene standards, stock traceability requirements, FIFO/FEFO principles, and applicable food safety procedures.
• Ensure compliance with produce disinfection procedures and temperature monitoring requirements for fresh food deliveries.
• Maintain cleanliness, hygiene, and safety standards within Receiving and surrounding operational areas.

Filing, Reporting & Administration

• Maintain accurate filing systems for receiving documentation and procurement records.
• Ensure proper retention of receiving documentation, supplier records, and supporting reports.
• Maintain confidentiality regarding financial information and supplier agreements.

Inventory Support

• Assist with monthly and ad hoc stock counts and inventory audits as required.
• Support Inventory Control and Procurement functions during peak periods, absences, weekends, and operational requirements.
• Perform additional duties as assigned by Procurement Management.

Skills, Experience & Educational Requirements

• Minimum 2 years’ experience in stores, inventory control, or stock management within a 4- or 5-star hotel or hospitality environment.
• Working knowledge of inventory control procedures, stock management, and receiving processes.
• Knowledge of MS Outlook, MS Excel, inventory management systems, and basic computer applications.
• Knowledge and understanding of Food Safety Management Systems (FSMS), HACCP, FIFO/FEFO principles, stock traceability, hygiene standards, expiry management, and food storage compliance will be advantageous.
• Strong organizational, administrative, and attention-to-detail skills.
• Good business acumen and numerical accuracy.
• Strong communication and interpersonal skills.
• Ability to work under pressure and manage multiple priorities.
• High level of integrity, accountability, and commitment to operational excellence
• Core VAlues & Competencies

Blow Away The Customer

• I care and work towards exceeding the expectations of my customers
• I am proactive and deliver unique and everlasting memories for our customers

Develop Passionate and Committed People

• I am committed to being thoughtful towards our colleagues
• I am passionate about my role

Continuously Strive for Perfections (good enough never is)

• I constantly seek new ways and ideas to improve what I do
• I am inspired to make a difference

Achieve Sustainable Bottom Line Performance

• I am honest and fair
• I take responsibility and contribute towards the financial performance of where I work
• Functional competencies

Grooming

• I present a professional image according to established standards

Communication

• I foster two-way communication between myself and my colleagues
• I respond to questions and requests with complete answers and follow up appropriately

Functional Skills And Knowledge

• I understand the full scope of my duties and demonstrate initiative
• I take responsibility for my actions

Response to Supervision

• I demonstrate respect for my leaders
• I respond to supervision positively

Team Management & Development / Influencing & Working with Others

• I promote co-operation and trust within my immediate team, department and property as a whole
• I provide regular training and development opportunities for my colleagues to perform their duties effectively

Where Colleagues do not have anyone to supervise,