Purchasing Executive - #1173688

Job Purpose

The Stock Receiving Staff is responsible for receiving, inspecting, recording, labelling and storing all incoming goods accurately, safely and in line with company procedures. The role ensures that only correct, quality-compliant stock enters inventory, and that stock records remain accurate and up to date.

Key Responsibilities

Receiving of Goods

1. Receive incoming deliveries from suppliers and drivers at the designated receiving area.

2. Verify delivery documents (Purchase Order, Delivery Order and Invoice) against goods delivered, including supplier name, item description, product code, expiry date and quantity.

3. Coordinate with suppliers and drivers on delivery schedules and resolve discrepancies at the point of delivery.

Quantity and Quality Inspection

1. Count and verify all items against the Purchase Order and Delivery Order.

2. Inspect goods for damage, leakage, spoilage, defects or contamination.

3. Check expiry dates, batch numbers and product labels where applicable.

4. Check and record the temperature of chilled and frozen goods on arrival, ensuring they meet company receiving standards.

5. Reject or report damaged, expired, incorrect or substandard goods in accordance with company procedures.

Documentation and Record-Keeping

1. Sign Delivery Orders only after all required checks are completed.

2. Record all received goods accurately in the inventory system or receiving log.

3. Record all discrepancies, including shortages, excess quantities, damaged items and rejected goods, with photographic evidence where required.

4. Submit receiving documents to the relevant department for filing and payment processing.

5. Maintain complete, accurate and organised receiving records.

Labelling and Storage

1. Label received goods with the appropriate item code, receiving date, batch number and expiry date.

2. Transfer chilled, frozen and perishable goods to the correct storage areas without delay.

3. Store goods in designated locations and rotate stock using First-In, First-Out (FIFO) or First-Expired,First-Out (FEFO), as applicable.

4. Segregate rejected, damaged or quarantined goods from usable stock.

5. Ensure received goods are not left unattended in loading or receiving areas.

Inventory Control

1. Update stock records promptly after each delivery.

2. Report stock discrepancies to the Supervisor or Assistant Manager.

3. Monitor expiry dates and identify slow-moving and near-expiry items.

4. Prevent unauthorised removal,loss and misplacement of stock.

5. Assist with stock counts,stocktakes, inventory reconciliation and audits.

Workplace, Equipment and Safety

1. Keep the receiving bay, storeroom, chiller and freezer areas clean and organised.

2. Stack goods safely, ensuring walkways, exits and emergency equipment are not obstructed.

3. Operate pallet jacks, trolleys,weighing scales and other equipment safely.

4. Report faulty equipment,damaged racks and chiller or freezer breakdowns immediately.

5. Comply with workplace safety, hygiene and food-handling procedures.

Coordination and Communication

1. Inform the Purchasing team of shortages, incorrect deliveries and damaged goods.

2. Coordinate with the warehouse, kitchen, operations and other departments on incoming stock.

3. Escalate urgent issues to the Supervisor, including temperature deviations, major discrepancies and rejected deliveries.

4. Follow up on pending deliveries, outstanding items and supplier replacements.

Other Duties

1. Assist with loading, unloading,stock transfers and replenishment as required.

2. Perform other reasonable duties as assigned by the Supervisor.

Working Conditions

The role is based mainly in receiving bays, storerooms, chillers and freezers. It involves regular lifting, standing and moving stock, and may require early-morning,weekend or public-holiday shifts to meet delivery schedules.

Requirements: -

• Minimum Nitec or Diploma education or equivalent
• 2 years’ experience in stock receiving, warehousing or inventory control is an advantage
• Basic computer skills, including Microsoft Excel; accurate data entry and record-keeping
• Physically fit to lift, handle and move stock, and to work in chiller and freezer environments
• Detail-oriented,responsible and well-organised; able to work independently and as part of a team

Benefits in joining us

• Complimentary daily staff meal
• Birthday leave and vouchers
• Holistic medical & insurance health benefits for staff
• Central location. Easy access to public transport

We regret that only shortlisted candidates will be notified.