As a Receiving and Purchasing Clerk, you will support the efficient day-to-day operation of the Purchasing department by ensuring goods are received, inspected, recorded, and distributed accurately across the hotel. Working closely with the Procurement Manager, Cost Controller, suppliers, and operational departments, you will assist with purchasing administration, monitor deliveries and outstanding orders, process invoices, maintain accurate records, and support inventory movements. This role requires excellent organisational skills, attention to detail, and a proactive approach to ensuring the smooth flow of goods and supplies throughout the business.

Duties and Responsibilities

Receive and inspect all deliveries to ensure they match approved purchase orders and invoice quantities.
Process supplier invoices accurately using the hotel's purchasing system.
Monitor outstanding purchase orders and follow up with suppliers to ensure timely deliveries.
Maintain accurate purchasing records and documentation in line with company procedures.
Liaise with suppliers regarding deliveries, credit notes, pricing updates, and any order discrepancies.
Place orders for goods and materials requested by operational departments as required.
Keep Heads of Department informed when their orders have been received and are ready for collection or delivery.
Inspect, receive, and distribute goods to the appropriate departments, ensuring they are stored and organised correctly.
Maintain up-to-date supplier HACCP documentation in line with company policies and food safety requirements.
Process stock transfers between departments and outlets, ensuring inventory records remain accurate.
Support the Procurement Manager and Cost Controller with the day-to-day operation of the Purchasing department.
Carry out any other duties that contribute to the smooth and efficient running of the hotel.

Qualifications and Experience

An O' level standard of education or an equivalent qualification.
Previous experience in purchasing, procurement, stores, or inventory management is considered an asset.
Good communication skills with a good command of spoken and written English.
Proficiency in Microsoft Office applications, particularly Outlook and Excel.
Experience using purchasing or inventory management systems is considered an asset.
Strong attention to detail with the ability to maintain accurate records.
Well organised, with the ability to manage changing priorities and meet deadlines.
Able to work independently while taking ownership of assigned responsibilities.

Other Requirements

A valid Maltese driving licence would be considered an asset.

Working Conditions

Occasionally required to work Saturdays.

Lifestyle and Career Benefits

At Iniala Valletta, exceptional experiences begin with exceptional people and our team says the same.

We’re proud to be recognised with the Employee-Approved Workplace Certification by Talexio, a distinction based on the real experiences of our people.

When you join our team, you will enjoy a wide range of benefits designed to support your well-being, growth, and career development.

These include:

Competitive salary package.
Private health insurance.
Healthy Minds Work programme in collaboration with the Richmond Foundation, offering free emotional support and therapy sessions.
Free meals provided during shifts.
State-of-the-art employee quarters for your comfort, featuring showers, changing rooms, lockers, a kitchen and lounging area.
Sponsorship of work permit costs.
High-quality training and development programmes to enhance your skills.
Experience working in Malta’s only Forbes Five-Star hotel, Iniala Harbour House.
A commitment to sustainability and supporting charitable initiatives, giving you the opportunity to actively participate in and drive positive change.
Exciting opportunities for career growth and progression within our global network of restaurants and hotels.
A diverse and inclusive environment where everyone is valued.

Receiving & Purchasing Clerk

Job Description