Procurement Coordinator

Job Description

Job Description

Holiday Inn Club Vacations look for individuals who excel in their role, and are committed to delivering an exceptional experience for our guests, owners, and team members. We look for individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust, and respect, encourage success and build relationships? We’re looking for people like this to join our friendly, engaged, professional team.

Company Benefits:

• Bi-Weekly Pay
• Excellent Company Culture
• Comprehensive Benefits: Medical, Dental, Vision & Prescription
• EAP - Employee Assistance Program
• 401K with Company Match
• Paid Time Off
• Heavily Discounted Hospitality Stays & the Company Perks Website
• Tuition Assistance
• Growth Opportunities & Stability

Position Description:
The FF&E Procurement Coordinator is responsible for supporting the Procurement Specialists in the execution and administration of FF&E purchasing activities across assigned projects. This role is primarily operational, ensuring accurate order processing, vendor coordination, and adherence to project timelines. The coordinator plays a critical role in maintaining procurement data integrity, tracking order status, and facilitating communication between internal stakeholders and external suppliers.

Procurement Execution & Order Management:

• Create and manage purchase orders in D365 Purchasing module with a high degree of accuracy
• Validate specifications, quantities, pricing, and delivery requirements prior to order placement
• Maintain organized and up-to-date procurement documentation and records
• Process order revisions, change orders, and cancellations as required

Project Coordination:

• Support Procurement Manager in executing FF&E procurement plans aligned to project schedules
• Track order status from placement through delivery; proactively identify and escalate risks to timelines
• Coordinate with vendors, freight forwarders, and internal teams to ensure on-time delivery
• Maintain procurement logs, trackers, and reporting tools to support project visibility

Vendor Coordination:

• Act as a primary point of contact for vendors on order status, documentation, and logistics coordination
• Ensure vendors comply with purchase order requirements, timelines, and documentation standards
• Assist in resolving order discrepancies, damages, or shipment issues

Data Accuracy & Systems Management:

• Ensure all procurement data in D365 is accurate, complete, and up to date
• Maintain consistency between contracts, purchase orders, and invoices
• Support invoice reconciliation and issue resolution in coordination with finance teams

Operational Support:

• Provide day-to-day administrative and coordination support to Procurement Specialists
• Assist with bid tabulations, vendor comparisons, and basic cost tracking as needed
• Contribute to continuous improvement of procurement processes, tools, and documentation standards

Qualifications:

• High School Diploma
• Bachelor’s degree in Supply Chain, Business, Hospitality, or related field; or equivalent experience preferred
• 3–5 years of procurement, purchasing, or project coordination experience; FF&E or hospitality experience preferred
• Experience working with ERP systems; D365 Purchasing module strongly preferred
• Strong attention to detail with a focus on accuracy and data integrity
• Ability to manage multiple projects and priorities in a deadline-driven environment
• Effective communication and coordination skills across internal and external stakeholders

Key Competencies:

• Knowledge of administrative and clerical procedures and systems such as managing files and records, designing forms and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
• Effective communication skills including verbal and written.
• Knowledge of arithmetic: addition, subtraction, multiplication and division. Ability to solve basic math problems without supervision.
• Knowledgeable in the use of office equipment, computer hardware and software, including Microsoft applications: Word, Excel, Outlook and PowerPoint.
• Proven ability to work effectively both independently and in a team-based environment.
• Demonstrated willingness to be flexible and adaptable to changing priorities.
• Strong multi-tasking, organizational skills and must be detail-oriented.
• Order accuracy and attention to detail
• Time management and project coordination discipline
• Proactive problem identification and escalation
• Strong organizational and documentation skills
• Collaborative mindset with a service-oriented approach

Success Metrics:

• Accuracy of purchase orders and procurement data
• Adherence to project timelines and on-time delivery performance
• Responsiveness and effectiveness in supporting Procurement Manager
• Reduction in order discrepancies and rework
• Quality and reliability of procurement tracking and reporting