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, Hilton Garden Inn, Hampton Inn and Aloft. Our commitment to excellence, coupled with our friendly and welcoming atmosphere, sets us apart in the market. Learn more about us at 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 twelve well-respected hotel brands. Job Description: 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 Physical Requirements: Ability to sit, stand, and walk for extended periods of time. Frequent use of hands for typing, writing, and handling office equipment. Occasionally lifting items up to 35-45lbs. Must be able to drive between hotel locations or vendor sites, as needed (valid driver’s license required). Visual acuity to read invoices, spreadsheets, contracts, and other documents. Comfortable working in both office and on-site hotel environments. Ready to Join the Team? This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any others job related duties assigned by their supervisor. We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Qualified individuals with disabilities who require reasonable accommodation to perform the essential functions of the job should contact the Human Resources department. #J-18808-Ljbffr Socket.dev