Contract & Purchasing Coordinator

Contract & Purchasing Coordinator

Maya Support Center | 8632 Wilkinson Blvd Charlotte, NC 28214

Join Maya Hotels and Take the Next Step in Your Career!

Are you a detail-oriented professional with a passion for hospitality, finance, vendor relations, and contract management? Maya Hotels is seeking a Contract & Purchasing Coordinator to support procurement and vendor contract oversight across our hotel portfolio. In this role, you will help ensure that vendor agreements are cost-effective, compliant, and aligned with brand standards while supporting operational purchasing needs. This is a high-impact role that bridges operations and finance, driving cost control, vendor accountability, and contract optimization across the portfolio.

Why Join Maya Hotels?

Maya Hotels is a leading name in the hospitality industry, dedicated to providing exceptional guest experience. We are proud to represent multiple outstanding brands including Holiday Inn Express, Candlewood Suites, avid Hotel, Tru by Hilton, Hilton Garden Inn, Hampton Inn and Aloft Hotels. Our commitment to excellence, coupled with our friendly and welcoming atmosphere, sets us apart in the market.

What We Offer:

Medical, Dental and Vision Insurance.

100% Employer Paid Life Insurance.

Voluntary Life and AD&D, STD, Accident and Critical Illness Insurance.

Retirement Savings: 401K with Employer Contribution.

Employee Perks: Employee Referral Program, hotel discounts, and more!

Work-Life Balance: Paid Time Off (PTO).

Competitive salary and performance-based bonuses.

Career growth opportunities within the Maya Hotels family.

A supportive and friendly work environment.

The chance to work with ten well-respected hotel brands.

Essential Duties and Responsibilities:

Contract Management & Negotiation

Lead and support negotiation of vendor contracts, including pricing, service levels, scope, and terms

Manage and track annual contract renewals across all properties, ensuring timely execution and cost optimization

Evaluate existing contracts and identify cost-saving opportunities and efficiencies prior to renewal

Maintain and organize all vendor agreements, contracts, and pricing structures

Partner with leadership to standardize contracts and pricing across the portfolio where applicable

Vendor Management & Strategic Sourcing

Vet, onboard, and maintain relationships with approved vendors and service providers

Source and evaluate new vendors; obtain and compare RFQs/RFPs and competitive bids

Monitor vendor performance, service quality, and adherence to contract terms

Act as the primary point of contact for vendor escalations and issue resolution

Ensure vendors comply with insurance, safety, and brand requirements

Procurement Operations

Issue and manage purchase orders in alignment with negotiated contracts and budgets

Coordinate with department managers to validate purchase requests for accuracy and operational need

Track all incoming orders, ensuring timely delivery and resolving discrepancies

Support General Managers and department heads with purchasing needs and vendor coordination

Oversee direct-to-site and bulk equipment orders (e.g., PTAC units) to ensure accurate distribution

Quote Management & Project Sourcing

Obtain, review, and compare quotes for recurring and project-based services

Ensure all quotes are complete, aligned in scope, and competitively priced before submission

Review and finalize quotes submitted by General Managers to ensure clarity, consistency, and cost efficiency

Reporting & Compliance

Track and analyze purchasing and contract data to identify cost savings and performance trends

Analyze budget vs. actual spending, ensuring strong cost control

Support finance with invoice review, accruals, and audit readiness

Ensure procurement and contracts align with Hilton, IHG, Marriott International brand standards and approved vendor programs

Maintain accurate records in compliance with company policy and audit standards

Standardization & Oversight

Create consistency in contract negotiation, vendor selection, and procurement processes across all properties

Develop and implement best practices to improve efficiency and cost control portfolio-wide

Education, Skills and Abilities:

Education: Associate's degree in Business, Finance, or Hospitality preferred; equivalent experience considered

Experience: 2+ years in purchasing, procurement, vendor management, or contract coordination; hospitality or multi-property experience preferred

Tech-Savvy: Proficiency in Microsoft Office (especially Excel) and procurement/accounting systems (BirchStreet, Coupa, HotSOS, Bill.com or similar) preferred

Negotiation Skills: Ability to support and lead vendor negotiations and contract discussions

Analytical Skills: Ability to analyze purchasing data, contracts, and identify cost-saving opportunities

Communication: Strong interpersonal skills for vendor negotiations and cross-functional collaboration

Organization: Highly detail-oriented and able to manage multiple contracts, vendors, and priorities