Purchasing Coordinator

Purchasing Coordinator

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

Are you a detail-oriented professional with a passion for hospitality, finance, and vendor relations? Maya Hotels is seeking a Purchasing Coordinator to oversee procurement across our hotel portfolio. In this role, you will help ensure that purchasing decisions align with brand standards, support operational efficiency, and directly impact guest satisfaction. This is a high-impact role that bridges operations and finance, driving cost control while supporting exceptional service quality.

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.

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.

Job Description:

Essential Duties and Responsibilities:

Procurement Operations

• Source, evaluate, and negotiate with suppliers to secure competitive pricing, quality, and delivery terms.
• Issue and manage purchase orders for all goods, services, and capital expenditures across properties.
• Monitor inventory levels to anticipate purchasing needs and prevent overstocking.
• Coordinate with department managers to validate purchase requests for accuracy, budget alignment, and operational necessity.
• Track all incoming orders, ensuring timely delivery and resolving any discrepancies or delays.
• Provide ongoing procurement support to General Managers and department heads, including vendor relations and product sourcing guidance.
• Oversee direct-to-site and bulk equipment orders (e.g., PTAC units) to ensure accurate distribution.
• Assist in annual budgeting by preparing procurement forecasts and capital expenditure inputs.

Quote Management & Project Sourcing

• Obtain, review and compare quotes for recurring and project-based services including, but not limited to:
  1. Landscaping, mulch, flowers
  2. PTAC cleaning and replacement
  3. Elevator maintenance and repairs
  4. Plumbing, electrical, roofing, and millwork
  5. Ice machines, ADA pool lifts, and pressure washing
• Ensure all quotes are complete, consistent in scope, and comparable before submission for approval.
• Review and finalize quotes when submissions from General Managers to ensure clarity, completeness and comparability.

Reporting & Compliance

• Track and analyze purchasing trends to identify cost-savings opportunities and operational efficiencies.
• Analyze budget vs actual spending, ensuring strong control costs.
• Manage property checkbooks, ensuring accurate record-keeping and timely reconciliation. Including assisting finance with accrual, invoice coding, and audit readiness.
• Ensure all procurement activities align with Hilton, IHG, Marriott, including approved vendors and FF&E/OS&E guidelines.
• Maintain digital and physical purchasing records in compliance with company policy, audit standards, and brand requirements.

Vendor Management & Annual Contracts

• Vet and onboard new vendors, maintaining up-to-date records, insurance certificates, contracts, and pricing catalogs.
• Foster strong relationships with preferred vendors while identifying cost-effective alternatives.
• Lead or support annual contract negotiations for key service providers (e.g., pest control, landscaping, elevator service, fire inspections, waste management).
• Evaluate vendor performance and pricing ahead of renewals, recommending changes when necessary.
• Ensure vendors comply with insurance, safety, and brand requirements.

Standardization & Oversight

• Create and maintain consistency in the quote review, negotiations, and procurement process across all properties.
• Develop and share best practices for procurement to improve efficiency portfolio-wide.

Education, Skills and Abilities:

• Education: Associate's degree in Business, Finance, or Hospitality preferred; equivalent experience considered.
• Experience: 2+ years of experience in purchasing, procurement roles, or supply chain; hospitality or multi-property experience preferred.
• Tech-Savvy: Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and hospitality procurement systems (BirchStreet, Coupa, HotSOS), accounting software (Bill.com or similar) preferred by not required.
• Analytical Skills: Ability to analyze purchasing data, monitor CPOR, and identify cost-saving opportunities.
• Communication: Excellent interpersonal skills for negotiating with vendors and collaborating with internal teams.
• Organization: Highly organized, detail-oriented and able to manage multiple priorities across different properties.
• Hospitality Mindset: Service-oriented approach with a focus on supporting hotel operations and enhancing guest experience.
• Career growth: Ambition to advance into Procurement Manager or Corporate purchasing roles.

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?

Apply today by submitting your resume detailing your relevant experience to show us why you're the perfect fit for Maya Hotels. We look forward to welcoming you to the Maya Hotels Family!

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.