Purchasing Coordinator

Maya Hospitality Group•Charlotte, NC

13d•Hybrid

About The Position

Maya Hotels is seeking a Purchasing Coordinator to oversee procurement across its hotel portfolio. This role ensures purchasing decisions align with brand standards, supports operational efficiency, and impacts guest satisfaction. It bridges operations and finance, driving cost control while supporting service quality.

Requirements

Associate’s degree in Business, Finance, or Hospitality preferred; equivalent experience considered.
2+ years of experience in purchasing, procurement roles, or supply chain; hospitality or multi-property experience preferred.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to analyze purchasing data, monitor CPOR, and identify cost-saving opportunities.
Excellent interpersonal skills for negotiating with vendors and collaborating with internal teams.
Highly organized, detail-oriented and able to manage multiple priorities across different properties.
Service-oriented approach with a focus on supporting hotel operations and enhancing guest experience.
Ambition to advance into Procurement Manager or Corporate purchasing roles.
Valid driver’s license required.

Nice To Haves

Hospitality procurement systems (BirchStreet, Coupa, HotSOS), accounting software (Bill.com or similar) preferred by not required.

Responsibilities

Source, evaluate, and negotiate with suppliers to secure competitive pricing, quality, and delivery terms.
Issue and manage purchase orders for all goods, services, and capital expenditures across properties.
Monitor inventory levels to anticipate purchasing needs and prevent overstocking.
Coordinate with department managers to validate purchase requests for accuracy, budget alignment, and operational necessity.
Track all incoming orders, ensuring timely delivery and resolving any discrepancies or delays.
Provide ongoing procurement support to General Managers and department heads, including vendor relations and product sourcing guidance.
Oversee direct-to-site and bulk equipment orders (e.g., PTAC units) to ensure accurate distribution.
Assist in annual budgeting by preparing procurement forecasts and capital expenditure inputs.
Obtain, review and compare quotes for recurring and project-based services including, but not limited to: Landscaping, mulch, flowers PTAC cleaning and replacement Elevator maintenance and repairs Plumbing, electrical, roofing, and millwork Ice machines, ADA pool lifts, and pressure washing.
Ensure all quotes are complete, consistent in scope, and comparable before submission for approval.
Review and finalize quotes when submissions from General Managers to ensure clarity, completeness and comparability.
Track and analyze purchasing trends to identify cost-savings opportunities and operational efficiencies.
Analyze budget vs actual spending, ensuring strong control costs.
Manage property checkbooks, ensuring accurate record-keeping and timely reconciliation. Including assisting finance with accrual, invoice coding, and audit readiness.
Ensure all procurement activities align with Hilton, IHG, Marriott, including approved vendors and FF&E/OS&E guidelines.
Maintain digital and physical purchasing records in compliance with company policy, audit standards, and brand requirements.
Vet and onboard new vendors, maintaining up-to-date records, insurance certificates, contracts, and pricing catalogs.
Foster strong relationships with preferred vendors while identifying cost-effective alternatives.
Lead or support annual contract negotiations for key service providers (e.g., pest control, landscaping, elevator service, fire inspections, waste management).
Evaluate vendor performance and pricing ahead of renewals, recommending changes when necessary.
Ensure vendors comply with insurance, safety, and brand requirements.
Create and maintain consistency in the quote review, negotiations, and procurement process across all properties.
Develop and share best practices for procurement to improve efficiency portfolio-wide.