Receiving Agent/Coordinator

IHG Hotels & Resorts; Tamuning (GU); On-site; USD 13,776 - 16,531; Full time

Job summary

IHG Hotels & Resorts Guam is seeking an hourly Receiving/Purchasing Assistant to support management in receiving goods and controlling purchasing systems to ensure timely availability of materials.

The role requires at least 2 years in accounting or receiving, fluent English, and proficiency with MS Excel; SAP knowledge is a plus. Weekend/holiday shifts may be required, and employees must be able to lift up to 50 pounds.

Qualifications

• Education: High School diploma.
• Experience: At least 2 years in accounting or receiving.
• Language: Fluent in English.
• SAP experience preferred.
• Proficient with MS Excel and MS Outlook.

Responsibilities

• Assist with management in receiving goods/products and control of purchasing systems and procedures while maintaining the supply chain process.
• Duties include receiving delivery and checking incoming items against invoices, organising and storing shipments until they receive outgoing orders, and notifying management when stock is low.
• Coordinate and communicate with other departments concerning purchasing and internal control.
• Collaborate with Accounting supervisors or Department Heads on purchasing issues.
• Respond to vendor, Department Head, and employee inquiries relative to purchasing.

Skills

SAP experience

Math skills

Problem solving

MS Excel

MS Outlook

Budgeting

Financial analysis

Ethics

Attention to detail

Communication skills

Education

High School diploma

Tools

Property management systems

Point-of-sale systems

Job description

Job Status and Requirements

Must be able to work on Guam, USA without restrictions. US Citizens, US Permanent Residents (Green Card) and Residents of Federated States of Micronesia (FSM). Full Time hourly position, $10.00-$12.00 per hour.

Must be able to obtain Health Certificate from Guam Public Health.

Must be able to work on Weekends, Holidays and flexible shifts based on business need.

Service years - At least 2 years of previous Accounting or Receiving experience.

Knowledge and Skills

• SAP experience and knowledge preferred
• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances
• Problem‑solving and reasoning abilities
• Ability to devise, prepare, and maintain spreadsheets using various software systems and to use computerized financial reporting systems and programs
• May be required to work nights, weekends and/or holidays
• Proper communication skills when interacting with colleagues and leadership
• Proficiency in Microsoft programs specifically MS Outlook and MS Excel
• Proficiency with property management systems and point‑of‑sale systems and software
• Familiarity with balancing budgets and understanding how different money habits affect overall financial performance
• Ability to analyze financial data, organise it, and present it clearly and professionally
• Demonstrate a high end of ethics that may include reporting employees stealing from the Resort and identifying and exploiting loopholes in the budget
• Ability to carry or lift items weighing up to 50 pounds
• Attention to detail to find the smallest of errors and correct them before they become serious problems

What’s the job?

Assist with management in receiving goods/products and control of purchasing systems and procedures while maintaining the supply chain process; ensure cost‑effective contracting of products and services, promote compliance with established internal standards, and ensure timely availability of the material and services. Duties include receiving delivery and checking incoming items against product invoices, organising and storing shipments until they receive outgoing order requests, and notifying management/departments when they don’t have enough of a particular product to fulfil orders.

Your day‑to‑day – People

• Coordinate and communicate with other departments concerning purchasing and internal control
• Collaborate with Accounting supervisors or Department Heads on purchasing issues
• Respond to vendor, Department Head, and employee inquiries relative to purchasing
• Promote and maintain a safe, productive, and positive workplace
• Promote teamwork and quality service through regular communication and coordination with managers, team members, and other departments
• Communicate and ensure compliance with Purchasing policies and procedures

Financial

• Maintain internal controls of purchase requisitions
• Utilise and maintain a purchase order system
• Manage vendor invoices for accuracy and complete month‑end inventory closing
• Participate in the month‑end closing process
• Ensure cleanliness and organisation in all work areas
• Coordinate with respective department heads to ensure the receiving of products
• Properly track open purchase orders, communicate with vendors for timely supply and close orders
• Arrange any urgent material required in case of emergency requirements (cash purchases may be necessary depending upon the urgency)
• Ensure regular, correct, and best‑quality supplies at all times
• Support promptly on urgent requirements of the operations
• Perform related duties and special tasks as assigned

Guest Experience

• Take action to address Purchasing needs
• Notify departments of arriving materials for prompt removal from the receiving area
• Manage the loading dock for deliveries, cleanliness and safety
• Ensure that incoming merchandise is undamaged, quantities are as indicated in the accompanying invoice/delivery docket, and meets IHG quality standards

Responsible Business

• Establish adequate record‑keeping
• Establish standard purchasing specifications
• Ensure products and resources are assigned to the appropriate department and billed accordingly
• Strict implementation of the Control Self‑Assessment (CSA)
• Aware of duty of care and adherence to occupational, health, and safety legislation, policies, and procedures
• Familiar with property safety, first aid, fire, and emergency procedures, and operating equipment safely and cautiously
• Maintain files of all Purchasing‑related and/or audit documentation
• Assist in various storeroom areas including inventory, receiving, storing and dispersing hotel goods to ensure supply needs are timely and efficient
• Assist with other duties as assigned

What We Need From You

• Education: High School diploma
• Experience: At least 2 years of previous Accounting or Receiving experience
• Language: Fluent in English (speaking, listening, reading and writing)
• Same skills listed in Knowledge and Skills section
• Preferred: Any additional qualifications or experience

What We Offer

Competitive financial and benefits package which may include Health (medical, dental & vision) insurance, a 401(k) plan with company match, Paid Time Off and Employee discounts. Opportunity to become part of the global IHG family, opening a door to endless career opportunities. Training and development will be provided to succeed and progress into your next role.

Equal Opportunity Employer Statement

IHG is an equal opportunity employer: Minorities/Females/Disabled/Veterans