Procurement Coordinator

Holiday Inn Club Vacations•Orlando, FL

About The Position

Holiday Inn Club Vacations look for individuals who excel in their role, and are committed to delivering an exceptional experience for our guests, owners, and team members. We look for individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust, and respect, encourage success and build relationships? We’re looking for people like this to join our friendly, engaged, professional team. Position Description: The FF&E Procurement Coordinator is responsible for supporting the Procurement Specialists in the execution and administration of FF&E purchasing activities across assigned projects. This role is primarily operational, ensuring accurate order processing, vendor coordination, and adherence to project timelines. The coordinator plays a critical role in maintaining procurement data integrity, tracking order status, and facilitating communication between internal stakeholders and external suppliers.

Requirements

High School Diploma
Bachelor’s degree in Supply Chain, Business, Hospitality, or related field; or equivalent experience preferred
3–5 years of procurement, purchasing, or project coordination experience; FF&E or hospitality experience preferred
Experience working with ERP systems; D365 Purchasing module strongly preferred
Strong attention to detail with a focus on accuracy and data integrity
Ability to manage multiple projects and priorities in a deadline-driven environment
Effective communication and coordination skills across internal and external stakeholders
Knowledge of administrative and clerical procedures and systems such as managing files and records, designing forms and other office procedures and terminology.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
Effective communication skills including verbal and written.
Knowledge of arithmetic: addition, subtraction, multiplication and division. Ability to solve basic math problems without supervision.
Knowledgeable in the use of office equipment, computer hardware and software, including Microsoft applications: Word, Excel, Outlook and PowerPoint.
Proven ability to work effectively both independently and in a team-based environment.
Demonstrated willingness to be flexible and adaptable to changing priorities.
Strong multi-tasking, organizational skills and must be detail-oriented.
Order accuracy and attention to detail
Time management and project coordination discipline
Proactive problem identification and escalation
Strong organizational and documentation skills
Collaborative mindset with a service-oriented approach

Nice To Haves

FF&E or hospitality experience preferred
D365 Purchasing module strongly preferred
Bachelor’s degree in Supply Chain, Business, Hospitality, or related field; or equivalent experience preferred

Responsibilities

Create and manage purchase orders in D365 Purchasing module with a high degree of accuracy
Validate specifications, quantities, pricing, and delivery requirements prior to order placement
Maintain organized and up-to-date procurement documentation and records
Process order revisions, change orders, and cancellations as required
Support Procurement Manager in executing FF&E procurement plans aligned to project schedules
Track order status from placement through delivery; proactively identify and escalate risks to timelines
Coordinate with vendors, freight forwarders, and internal teams to ensure on-time delivery
Maintain procurement logs, trackers, and reporting tools to support project visibility
Act as a primary point of contact for vendors on order status, documentation, and logistics coordination
Ensure vendors comply with purchase order requirements, timelines, and documentation standards
Assist in resolving order discrepancies, damages, or shipment issues
Ensure all procurement data in D365 is accurate, complete, and up to date
Maintain consistency between contracts, purchase orders, and invoices
Support invoice reconciliation and issue resolution in coordination with finance teams
Provide day-to-day administrative and coordination support to Procurement Specialists
Assist with bid tabulations, vendor comparisons, and basic cost tracking as needed
Contribute to continuous improvement of procurement processes, tools, and documentation standards