Purchasing Administrative Coordinator (Full-Time) - Hotel del Coronado, A Curio Collection by Hilton -

Purchasing Administrative Coordinator

The iconic Hotel del Coronado is looking for a Purchasing Administrative Coordinator to join the team! Join one of the last surviving wooden Victorian beach resorts in the world and after a $400M renovation and expansion, the resort is more stunning than ever.

Located on Coronado Island just minutes from Downtown San Diego, this 28-acre property was built in 1888 and has over 750 rooms, cottages, and villas with 65,000 square feet of banquet space, and 10 food and beverage outlets. This includes 4 restaurants, 2 bars, a food truck, marketplace, ice cream shop, and in-room dining.

Schedule: AM Shift

Procurement & Invoice Management

• Receive, review, and process vendor invoices through designated procurement and purchasing platforms.
• Ensure invoices are accurately matched to purchase orders and receiving records.
• Monitor invoice approval workflows and follow up with department managers to resolve outstanding approvals.
• Research and resolve invoice discrepancies, pricing variances, and missing documentation.
• Coordinate with Accounts Payable to ensure timely and accurate payment processing.
• Maintain organized electronic and physical records of invoices, purchase orders, and related procurement documentation.
• Generate invoice and purchasing reports as requested by management.

Vendor Credits & Reconciliation

• Track vendor credits resulting from returns, shortages, damaged goods, pricing discrepancies, or billing errors.
• Follow up with vendors and internal departments to ensure credits are received and properly applied.
• Maintain detailed logs of outstanding credits and provide status updates to the Director of Purchasing.
• Assist in reconciling vendor statements and identifying open issues requiring resolution.

Administrative Support

• Provide administrative support to the Director of Purchasing and Purchasing Department staff.
• Prepare correspondence, reports, spreadsheets, meeting agendas, and presentation materials.
• Maintain department filing systems and records in accordance with company standards.
• Answer departmental phone calls and respond to inquiries from vendors and internal stakeholders.
• Assist with maintaining departmental policies, procedures, and operational documentation.

Scheduling & Coordination

• Coordinate departmental schedules, meetings, training sessions, and calendars.
• Track employee attendance, time-off requests, and schedule changes as directed.
• Assist with onboarding coordination for new department employees.
• Schedule vendor meetings, product demonstrations, and operational reviews.

Reporting & Data Management

• Maintain accurate vendor, product, and pricing information within procurement systems.
• Prepare weekly and monthly purchasing reports.
• Support inventory, audit, and compliance initiatives by collecting and organizing required documentation.
• Assist with departmental budgeting and expense tracking activities.

General Department Support

• Support special projects and operational initiatives assigned by the Director of Purchasing.
• Assist with month-end and year-end administrative processes.
• Maintain confidentiality of sensitive financial, vendor, and employee information.
• Perform other duties as assigned.

How We'll Help You Thrive

At Hilton, the hospitality we're known for doesn't end with our guests. We proudly invest in our Team Members' wellbeing, supporting you through all of life's moments. When you join Hilton, our exceptional care extends to you with unmatched perks and benefits, including:

• Incredible travel perks Enjoy 110 nights of deeply discounted travel, with room rates as low as $40/night at our world-class hotels through our Go Hilton travel program
• Own a piece of Hilton Through our employee stock purchase program (ESPP), you can invest in Hilton shares at a 15% discount to help build your financial future
• Paid parental leave Because family matters. We offer paid leave for eligible Team Members, including partners and adoptive parents
• Personalized caregiving support Access dedicated caregiving concierge services to help navigate caregiving for yourself and your loved ones
• Crisis concierge In times of loss, our Crisis Concierge offers a single, compassionate point of contact for both practical support and emotional care
• Mental health resources Your wellbeing comes first. Eligible Team Members can access free counseling and support through our best-in-class Employee Assistance Program (EAP)
• Generous paid time off (PTO) Recharge, relax, and take time for what matters most
• Health & welfare benefits From checkups to dental cleanings to new glasses, we offer a variety of health plans that keep you and your family covered
• Financial security for your future Our retirement plans make it easier to save for what's next

*Benefits availability may vary depending on Team Member's location as well as terms and conditions of employment and are subject to the terms and conditions of each specific program/plan.