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Position Summary:

The Receiving Manager is responsible for the accurate receiving, inspection, storage, organization, and distribution of all food and beverage products for Soho Grand Hotel. As the primary gatekeeper for incoming inventory, this role ensures all deliveries meet quality standards, purchase orders, and company specifications while maintaining accurate documentation and inventory controls that protect the hotel's financial performance. Please note this schedule is Tuesday–Saturday

Working closely with Front of House, F&B Office Coordinator, Accounting, Culinary Team and vendor partners, the Logistics Manager ensures products are handled, stored, and distributed efficiently to support daily operations while maintaining independence over receiving and inventory verification. This role is responsible for safeguarding inventory, maintaining organized storage areas, supporting inventory control initiatives, and ensuring compliance with company policies, health regulations, and segregation of duties.

The Receiving Manager is expected to maintain exceptional organization, attention to detail, and accountability while continuously identifying opportunities to improve inventory controls, reduce waste, and increase operational efficiency.

Key Responsibilities

Receiving & Product Inspection

• Receive all beverage, operating supply, and non-food deliveries for all Food & Beverage operations at Soho Grand Hotel. Support the kitchen as needed with receiving of food.
• Verify all deliveries against purchase orders and invoices for accuracy in quantity, quality, pricing, weight, and product specifications.
• Inspect all products upon arrival for freshness, temperature, expiration dates, packaging integrity, and overall quality.
• Utilize calibrated thermometers to verify receiving temperatures of refrigerated and frozen products.
• Reject products that fail to meet established quality standards and coordinate vendor credits or replacements.
• Document shortages, damages, substitutions, and discrepancies, communicating all issues immediately to the Food & Beverage Director and the appropriate department manager. Culinary should be consulted when product quality or specification issues require operational review.
• Ensure all deliveries comply with company receiving procedures, internal controls, and food safety regulations.
• Maintain complete receiving logs and documentation for auditing purposes.

Inventory Management

• Scan all invoices accurately into the inventory management system on the day product is received.
• Ensure all pricing, pack sizes, and quantities are entered correctly.
• Maintain accurate perpetual inventory records where applicable.
• Perform daily beverage inventory counts for high value items as needed and monitor outlet par levels.
• Monitor inventory movement and identify unusual variances or potential losses to F&B Director,
• Assist with weekly, monthly, and period-end inventory counts.
• Support Food & Beverage cost analysis by maintaining accurate receiving and inventory records.
• Work closely with accounting to resolve invoice discrepancies, missing documentation, and vendor credits.

Storage & Organization

• Store all products immediately following receipt using proper food safety practices.
• Ensure all inventory is rotated using First In, First Out (FIFO).
• Maintain accurate labeling and dating of products.
• Ensure all dry storage, refrigerated, freezer, and beverage storage areas remain clean, organized, and secure.
• Monitor storage temperatures and report equipment issues immediately.
• Maintain proper separation of chemicals, cleaning supplies, and food products.
• Ensure beverage inventory remains secured and accessible only to authorized team members.

Internal Distribution

• Review and process daily requisition requests from each Food & Beverage outlet.
• Pick, verify, and distribute products accurately and efficiently.
• Maintain accountability for all internal transfers and inventory movement.
• Coordinate deliveries to; Grand Bar, Club Room, Gilligan’s, Soho Diner, Mini Bar and Front Office (welcome waters & sparkling wine)
• Ensure requisitions are completed accurately and within established timelines to support uninterrupted service.
• Monitor requisition trends and communicate opportunities to improve inventory utilization, product availability, and reduce waste across all venues.

Operational Support

• Support all Food & Beverage outlets with receiving, inventory, and product distribution needs.
• Assist with new product implementation and inventory setup.
• Coordinate inventory readiness for menu changes, seasonal programs, and promotional initiatives.
• Provide receiving and inventory support to Culinary as needed.
• Participate in operational meetings when requested.
• Support special events, banquets, and periods of high business volume through inventory coordination and product distribution.
• Identify opportunities to improve receiving, storage, inventory accuracy, and operational efficiency across all Food & Beverage operations.
• Assist leadership with inventory projects, audits, and operational initiatives as assigned.

Food Safety & Compliance

• Maintain compliance with all Department of Health regulations.
• Follow all HACCP guidelines and safe food handling procedures.
• Ensure proper storage temperatures are maintained and documented.
• Keep receiving and storage areas clean, organized, and free of hazards.
• Follow all workplace safety procedures regarding lifting, pallet jacks, carts, and material handling equipment.
• Ensure all products are stored according to manufacturer recommendations.

Financial Responsibilities

• Protect company assets through accurate receiving and inventory practices.
• Minimize product loss through proper handling and storage.
• Ensure all invoices are entered accurately and on time.
• Support Food & Beverage cost control initiatives.
• Monitor inventory levels to reduce over-ordering and unnecessary waste.
• Assist in identifying inventory variances and opportunities for operational improvements.

Leadership Expectations

Although this is a hands-on operational role, the Receiving Manager is expected to demonstrate leadership through organization, accountability, and operational discipline.

The Receiving Manager is expected to:

• Lead by example through professionalism and attention to detail.
• Maintain a strong sense of ownership over all inventory entering the property.
• Communicate proactively with department leaders.
• Identify opportunities to improve receiving and inventory processes.
• Hold vendors accountable to company standards.
• Support a culture of cleanliness, organization, and operational excellence.

Qualifications

• Minimum 2–3 years of experience in Food & Beverage receiving, purchasing, inventory control, or storeroom management.
• Hotel or high-volume restaurant experience strongly preferred.
• Experience with inventory management and purchasing systems (Rapid Stock, BirchStreet, Compeat or similar platforms preferred).
• Strong computer skills including Microsoft Excel and Microsoft Office.
• Working knowledge of invoice processing and inventory reconciliation.
• Strong mathematical and analytical skills.
• Excellent organizational and time-management abilities.
• Ability to prioritize multiple deliveries and competing operational demands.
• Excellent communication and interpersonal skills.
• Food Handler Certification required within 30 days of hire if not already obtained.

Physical Requirements

This position is highly physical and requires daily movement throughout the property.

The team member must be able to:

• Lift and carry up to 75 pounds regularly.
• Move beverage cases, beer kegs, wine boxes, and food deliveries throughout the property.
• Stand and walk for extended periods.
• Bend, squat, kneel, climb stairs, and reach frequently.
• Push and pull heavily loaded carts and pallet jacks.
• Work in refrigerated coolers and freezer environments.
• Work on loading docks in varying weather conditions.
• Operate carts, pallet jacks, and other material handling equipment safely.

Success Measures

Performance in this position will be measured by:

• Accurate and timely processing of all deliveries.
• Invoice accuracy and same-day processing.
• Inventory accuracy and minimal variances.
• Proper product rotation and storage compliance.
• Cleanliness and organization of all storage areas.
• Timely completion of outlet requisitions.
• Vendor issue resolution and documentation.
• Support of food and beverage cost targets.
• Compliance with food safety and company standards.

• Positive collaboration with all Food & Beverage departments, Accounting, Purchasing, and vendor partners while maintaining strong inventory controls, segregation of duties, and operational support across Grand Bar, Club Room, Gilligan’s, Soho Diner, Mini Bar and Front Office.