Procurement Coordinator

Kalyan Hospitality•Glen Allen, VA

13d•$0 - $60,000

About The Position

The Procurement Coordinator supports 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. The role assists the Procurement Officer and hotel teams with purchasing, order tracking, quotations, product specifications, deliveries, and purchasing questions.

Requirements

At least 2 years of purchasing, procurement, or purchasing-related administrative experience; hotel or hospitality industry experience is preferred.
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.

Nice To Haves

Experience in the hotel or hospitality industry.

Responsibilities

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.
Review Property Improvement Plans (PIPs) to identify and document procurement items; obtain and review vendor quotations for accuracy and completeness, identify discrepancies or omissions, and coordinate corrections with vendors before submitting quotations to the Procurement Officer.
Assist with material takeoffs, quantity verification, and product specification reviews.
Maintain purchasing records, procurement logs, product specifications, and project documentation.
Gather vendor specification sheets and assemble project specification books.
Communicate with vendors about 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 help 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.