PURCHASING AGENT - Hotel Department

Lindblad Expeditions • Seattle, WA

13h • Hybrid

About The Position

This position supports all aspects of Hotel Purchasing on and off the vessels, including day-to-day management of vendors, orders, requisitions, and closing invoices as per purchasing flow procedures. The role involves fulfilling approved vessel requisitions for provisions, hotel equipment, and consumables, creating and approving purchase orders, and sending them to pre-selected suppliers. It also includes coordinating fulfillment and delivery with vendors, matching invoices and purchase orders to ensure accuracy in pack size, quantity, and price, and managing the storing schedule in the purchasing system. The Purchasing Agent will update and organize commercial invoices for multiple warehouses, communicate with vessels regarding requisition status and delivery details, and manage discrepancies to obtain credits when required. Administrative tasks include tracking orders, matching invoices, and ensuring purchases are received as ordered with correct pricing. The role also involves assisting with updating and improving product specifications, evaluating new suppliers, and ensuring proper specifications are adhered to in all deliveries. Collaboration with Hotel operations is key to resolving discrepancies and substitutes to ensure vessels receive necessary items for guest operations. Additional administrative duties include tracking packing slips and rectifying pricing or payment term discrepancies with vendors. The Purchasing Agent will also support other purchasing and port operations personnel.

Requirements

• Previous purchasing experience required
• Must have excellent organization, communication, and multi-tasking skills
• A problem solver, and outside the box thinker, the candidate should be able to meet constant deadlines
• Using the English language, this person must have an ability to read, write, and comprehend order specifications, catalogues, invoices, correspondence, and memos
• Must also possess the ability to effectively communicate--both in writing and orally--with a professional demeanor
• Proficient computer skills in the Windows operating system, including both word-processing and spreadsheet applications
• The ability to work independently as well as with others in a team environment
• Must possess or be able to obtain a valid driver's license

Nice To Haves

• Global sourcing experience a plus
• Exceptional negotiation skills
• Manage a buying calendar for internal and third-party providers to ensure timely delivery of product
• Strong communication skills and the confidence to interact with vendors, and shipboard office teams
• Strong Excel and Word skills
• MXP or other purchasing/inventory software experience preferred
• Self-motivated, self-sufficient, and ability to multi-task
• Detail-oriented with strong organizational skills
• Dynamic and persistent personality; results oriented
• Quick learner who can take initiative and assume accountability
• Bachelor’s degree in business or purchasing preferred
• Experience in food and beverage purchasing and/or hotel or restaurant purchasing preferred
• Experience on passenger vessels preferred
• Sound yet fair negotiating skills desired
• MXP or other purchasing/inventory management system preferred
• Excellent communicator, and relationship builder, the ideal candidate thrives on exceptional customer service
• Occasional travel may be required

Responsibilities

• Fulfills properly approved vessel requisitions for provisions, hotel equipment and consumables
• Creating, getting approved and sending purchase orders to pre-selected suppliers
• Coordinates fulfillment and delivery with vendors
• Matching invoices and purchase orders to assure pack size, quantity and price match for the vessels receiving
• Manages storing schedule in purchasing system for assigned vessels, including container and local orders
• Updates and organizes the ‘Commercial Invoices’, for multiple warehouses to assure delivery details are accurate and received complete
• Communicating with the vessels on requisition status, fulfillment and delivery details
• Manages discrepancies for the vessels, obtaining credits when required
• Manages administrative tasks including tracking orders, matching invoices to assure delivery is complete and pack sizes are as originally quoted and ordered
• Assists with updating and improving product specifications
• Assists with evaluating sources of supplies and new suppliers in local ports
• Ensures proper specifications are adhered to in all deliveries
• Works with Hotel operations business owner to deal with discrepancies and substitutes at a timely manner to ensure vessels received what’s needed for guest operation
• Manages administrative tasks of purchasing, including tracking packing slips, ensuring purchases are received as ordered and pricing matches purchase order commitment(s)
• Reviews and approves invoices, follows up with vendors to rectify pricing or payment term discrepancies
• Communicates with onboard personnel regarding requisition status and anticipated delivery details
• Supports other purchasing & port operations personnel to provide departmental support and back up

Benefits

• We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees