1. Receiving and Inspecting Deliveries
Delivery Inspection: Check items delivered to ensure they match the purchase order in quantity and specifications.
Invoice Verification: Review and confirm invoices against received goods before signing acceptance.
Condition Check: Inspect items for damage or spoilage and take necessary action if discrepancies are found.
Tagging: Tag or stamp items with date of receipt and purchase price for tracking and rotation.
Unpacking: Carefully unpack deliveries and sort items for proper storage.
Documentation: Complete daily receiving reports and update bin cards with item details.
Invoice Forwarding: Submit signed invoices and receiving sheets to the Accounting Department for reconciliation.
System Entry: Encode delivered items into the inventory management system promptly.
2. Storing and Organizing Inventory
Storage Layout: Arrange and stack goods according to established layout, ensuring safety and accessibility.
FIFO Practice: Organize items using the First-In, First-Out (FIFO) method to minimize waste.
Cleanliness: Keep the storeroom clean, dry, and free from pests, debris, or clutter.
Condition Monitoring: Regularly check stored items for damage, infestation, or expiration.
Forced Issuance: Issue items nearing expiration to ensure minimal wastage.
3. Issuing and Recording Stock
Requisition Review: Verify requisitions for proper authorization before releasing stock.
Stock Retrieval: Locate and issue requested items, always using the oldest stock first.
Price and Quantity Recording: Record unit prices and quantities of items issued.
Inventory Updates: Update bin cards and inventory systems after each issuance.
Requisition Documentation: Forward completed requisitions to the Accounting Department for record-keeping.
System Encoding: Encode daily item issuance for monitoring and analysis.
4. Inventory Monitoring and Stock Control
Par Stock Maintenance: Monitor stock levels to ensure they meet established par levels.
Stock List Preparation: Identify items needing replenishment and list them accordingly.
Inventory Checks: Conduct regular physical and perpetual inventory counts.
Damage and Loss Prevention: Inspect inventory regularly to reduce spoilage, damage, or loss.
5. Purchasing Support and Supplier Coordination
Order Placement: Place minor or urgent orders via phone or by purchasing directly when necessary.
Delivery Follow-up: Call suppliers to check on pending deliveries and ensure timely arrival.
Market Survey: Perform market price checks to ensure competitiveness and quality.
Supplier Liaison: Coordinate with vendors regarding product availability, quality, and pricing.
6. Records Management and Reporting
Filing: Maintain a proper filing system for all requisitions, receiving reports, and stock issuances.
Data Accuracy: Ensure all records are accurate and up to date for audit and tracking purposes.
Inventory Reporting: Assist in generating regular inventory status and movement reports.
7. Compliance and Housekeeping
Policy Adherence: Comply with hotel policies, safety standards, and sanitation requirements.
Workplace Maintenance: Maintain cleanliness and order in all storage and receiving areas.
Equipment Handling: Ensure proper use, cleaning, and storage of equipment and tools.
Loss Control: Practice efficient use of resources and take part in cost control initiatives.
8. Training and Development
Participation: Attend required training, inventory briefings, and departmental meetings.
Improvement: Stay informed about inventory management techniques and safety practices to improve efficiency.