Purchasing Coordinator

Maybourne Beverly Hills Hotel•Beverly Hills, CA

17d

About The Position

The Maybourne Beverly Hills Hotel invites you to explore opportunities to push your creativity and be outstanding in a career that will bring out your craft and passion. We look for people that will share our vision and help bring it to life. If this is something you want to be a part of, we look forward to receiving your application. Summary of Position The Purchasing Coordinator supports the day-to-day execution and operations of the Purchasing & Procurement Department by processing orders, coordinating deliveries, maintaining purchasing records, and providing administrative support to ensure efficient hotel operations.

Requirements

Strong attention to detail and accuracy in data entry.
Excellent communication and follow-up skills.
Ability to prioritize tasks in a fast-paced environment.
Proficiency in Microsoft Excel, Word, and purchasing/inventory systems.
Strong organizational skills with the ability to handle multiple requests at once.
1–2 years of purchasing, supply chain, hotel operations, or administrative experience preferred.
Ability to lift up to 50 lbs occasionally (receiving support, handling samples, etc.).
Ability to stand or walk for short periods when assisting with receiving or inventories.
Regular use of computer, phone, and office equipment.

Nice To Haves

Hospitality experience highly desirable.

Responsibilities

Prepare and submit daily purchase orders for hotel departments, including F&B, Rooms, Spa, Retail, Engineering, and Minibar.
Confirm pricing, product availability, and delivery timelines with vendors.
Maintain par levels and assist in monitoring low-stock items; escalate shortages to the Purchasing Manager/Director.
Support urgent or same-day ordering needs when requested.
Communicate with vendors regarding order confirmations, substitutions, lead times, back orders, and availability issues.
Request product information, quotes, and updated price lists as needed.
Maintain vendor contact lists and ensure vendor information is current.
Coordinate with Receiving to reconcile deliveries and resolve discrepancies, damages, or missing items.
Track vendor credits and replacement requests.
Assist with preparation for monthly inventory counts, including data entry, count sheets, and updates.
Accurately enter invoices into purchasing or inventory systems with proper GL coding.
Maintain organized digital and physical purchasing files, including POs, invoices, MSDS sheets, and quotes.
Update and maintain inventory, purchasing logs, and tracking spreadsheets.
Update price trackers, comparison sheets, and product logs.
Monitor pricing changes and notify the department of increases or discrepancies.
Assist with spend analysis and reporting as directed.
Respond to daily purchasing requests from hotel departments in a timely manner.
Assist with researching and sourcing product alternatives when items are discontinued or unavailable.
Help prepare documents for new vendor setups and credit applications.
Maintain organization of the purchasing office and ensure necessary supplies are available.
Support onboarding tasks for new suppliers (documentation, compliance materials, etc.).
Assist with weekly or monthly departmental reporting.