Estates Receiving Agent

Job Overview

We are seeking an Estates Receiving Agent to join our team. This role involves obtaining bids, choosing suppliers, and managing the supply chain for the Residence's daily operations. The successful candidate will also document all goods and materials received on the property.

Reports To

Receiving Assistant Manager

Work Environment

Receiving Office, Receiving Dock and all Resort Storerooms, Refrigerators and Freezers.

Key Relationships

• Internal: Staff in Receiving, Accounting, Department Managers, Executive Committee Members, all employees.
• External: Resort guest/visitors and residents/guest/visitors vendors and contractors.

Qualifications

• Essential:
  • High school graduate.
  • Fluency in English both verbal and non-verbal.
  • Provide legible communication and directions.
  • Compute basic mathematical calculations (add, subtract, multiply and divide numbers).
  • Ability to:
    • Perform job functions with attention to detail, speed and accuracy.
    • Exercise time management skills by organizing tasks in a manner to work efficiently and effectively and complete all daily responsibilities prior to the end of the shift.
    • Be a clear thinker, remaining calm and resolving problems using good judgment.
    • Follow directions thoroughly, accurately and consistently.
    • Anticipate and execute Resident Owners service needs.
    • Work with a positive attitude and cohesively with co-workers as part of a team
    • Display integrity and maintain an industrious work ethic to perform shift with minimal supervision.
    • Maintain confidentiality of guest and resident information and pertinent resort data.
    • Display integrity and maintain an industrious work ethic to perform shift with minimal supervision.
    • Maintain confidentiality of Resident information and pertinent property data.
• Desirable:
  • College degree.
  • 2 years minimum of experience.
  • Experience with computers and calculators.
  • Certification of previous training in computers.
  • Experience in Hospitality Industry in similar position.
  • Previous guest and resident relations training
  • Fluency in a second language, preferably Spanish, Russian, French, or Portuguese.

Physical Abilities

• Essential:
  • Exert physical effort in transporting 50 to 150 pounds.
  • Endure various physical movements throughout the work areas.
  • Reach 12 inches.
  • Remain in stationary position for 30 minutes throughout work shift.
  • Satisfactorily communicate with residents, management and co-workers to their understanding.
  • Lifting up to 50 lbs. on a daily basis.

Essential Job Functions

• Pro-actively record, track and deliver Resident packages and ensure notification system is accurate.
• Exercise time management skills by organizing tasks in a manner to work efficiently and effectively to complete all daily functions prior to the end of the shift
• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
• Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended and keep in stock when don’t need to use them to prevent loss.
• Anticipate residents’ needs, respond promptly and acknowledge all residents, however busy and whatever time of day.
• Maintain positive resident relations at all times.
• Resolve resident complaints and ensure timely follow up to provide resident satisfaction.
• Maintain cleanliness, sanitation and organization of assigned work areas.
• Maintain complete knowledge of property management system and manual procedures.
• Efficiently organize materials, tools and equipment to perform daily assignments
• Establish par levels, create PO’s and follow the proper purchasing process to maintain supplies.
• Post Receiving Hours, and ensure any changes are broadcast to all pertinent parties.
• Responsible to organize and review Purchase Orders.
• Check and review Food Orders.
• Maintain Dock Area, ensuring no equipment or cases are left on the dock at the end of the day.
• Maintain Traffic Flow of Dock Area.
• Record all deliveries received.
• Handle Discrepancies/Return Goods.
• Complete Discrepancy Forms for the following: Goods received without invoices, Goods returned without a credit note, Notice of error correction.
• Write Credit Memo when refusing an item.
• Follow Partial Shipment Procedure, if applicable.
• Receive: Resident packages, Beverages, Food Products, Dry Goods, Chemicals, and Major Equipment.
• Deliver, stock and maintain organized any perishable items to prevent spoiling or contamination.
• Work diligently and perform job functions efficiently with minimal supervision
• Display integrity and maintain an industrious work ethic to perform shift with minimal supervision
• Comprehend Purchasing vocabulary.
• Maintain knowledge of Standard Specifications.
• Establish relationships with Vendors.
• Process, maintain, file and review all necessary reports.
• Obtain Bids when needed.
• Ensure all vendors meet property requirements to be considered for use.
• Inform vendor of Resort Terms and Conditions.
• Receive authorization before ordering, if applicable.
• Call In Orders.
• Maintain and distribute Order Sheets daily.
• Process Emergency Food Orders, no more than 3 weekly
• Inform Department’s of Out of Stock Items.
• Assist in Handling Discrepancies, Projects, and Improvements.
• Process all necessary invoices.
• Collect and review all Credit Slips and Vouchers.
• Resolve conflicts and negotiate with vendors