Contract & Purchasing Coordinator

Maya Hospitality Group•Charlotte, NC

6d•Hybrid

About The Position

Maya Hotels is seeking a Contract & Purchasing Coordinator to support procurement and vendor contract oversight across their hotel portfolio. This role ensures vendor agreements are cost-effective, compliant, and aligned with brand standards, while also supporting operational purchasing needs. It is a key position that connects operations and finance to manage costs, vendor accountability, and contract optimization.

Requirements

Associate’s degree in Business, Finance, or Hospitality preferred; equivalent experience considered.
2+ years in purchasing, procurement, vendor management, or contract coordination.
Proficiency in Microsoft Office (especially Excel).
Ability to support and lead vendor negotiations and contract discussions.
Ability to analyze purchasing data, contracts, and identify cost-saving opportunities.
Strong interpersonal skills for vendor negotiations and cross-functional collaboration.
Highly detail-oriented and able to manage multiple contracts, vendors, and priorities.
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.

Nice To Haves

Hospitality or multi-property experience preferred.
Procurement/accounting systems (BirchStreet, Coupa, HotSOS, Bill.com or similar) preferred.

Responsibilities

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.
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.
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.
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.
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.
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.