Procurement Coordinator

Procurement Coordinator

Reports to: Procurement Officer PRIME DIRECTIVE To support daily procurement activities by coordinating purchases, maintaining accurate documentation, communicating with vendors, and tracking materials and supplies to ensure timely and accurate fulfillment of purchasing requirements across hotel operations, renovations, and construction projects. ESSENTIAL FUNCTIONS Assist the Procurement Officer with purchasing activities for hotel operations, renovations, and construction projects. Prepare and process purchase orders following established purchasing procedures and required approvals. Request vendor quotations and organize pricing comparisons for review. Conduct detailed reviews of Property Improvement Plans (PIPs) to identify and document all required procurement items. Obtain and review vendor quotations, verifying that all required items, quantities, specifications, and pricing are accurate and complete. Identify discrepancies, omissions, or pricing inconsistencies and coordinate necessary corrections with vendors prior to submitting quotations to the Procurement Officer for review. Assist with material takeoffs, quantity verification, and product specification reviews. Maintain accurate purchasing records, procurement logs, product specifications, and project documentation. Gather vendor specification sheets and assemble project specification books. Communicate with vendors regarding order confirmations, lead times, shipping schedules, and delivery status. Coordinate freight pickups and deliveries with vendors, freight companies, and Project Managers. Monitor outstanding orders and follow up to ensure materials arrive according to required timelines. Coordinate returns, replacements, damaged goods, and purchasing discrepancies. Maintain current vendor contact information, product catalogs, pricing records, and purchasing documentation. Assist hotel teams with approved product ordering, availability, and vendor-related purchasing questions. Prepare routine purchasing status reports and identify outstanding issues requiring follow-up. Communicate potential delays, pricing discrepancies, and purchasing concerns to the Procurement Officer. REQUIRED QUALIFICATIONS Minimum 2 years of purchasing, procurement, or purchasing-related administrative experience, preferably within the hotel or hospitality industry. Familiarity with hotel operating supplies, furnishings, equipment, or construction materials. Experience processing purchase orders and maintaining purchasing records. Strong organizational skills and attention to detail. Proficiency in Microsoft Excel and purchasing software. Ability to manage multiple orders, deadlines, and competing priorities. Strong communication skills and demonstrated ability to follow through on assignments.