Purchasing Coordinator

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Full Time Professional Maya Hotels, Charlotte, NC, US

4 days ago Requisition

Join Maya Hotels and Take the Next Step in Your Career!

Are you a detail-oriented professional with a passion for hospitality, finance, vendor relations, and contract management? Maya Hotels is seeking a Contract & Purchasing Coordinator to support procurement and vendor contract oversight across our hotel portfolio. In this role, you will help ensure that vendor agreements are cost-effective, compliant, and aligned with brand standards while supporting operational purchasing needs. This is a high-impact role that bridges operations and finance, driving cost control, vendor accountability, and contract optimization across the portfolio.

• Voluntary Life and AD&D, STD, Accident and Critical Illness Insurance.
• Retirement Savings: 401K with Employer Contribution.
• Employee Perks:
  Employee Referral Program, hotel discounts, and more!
• Competitive salary and performance-based bonuses.
• Career growth opportunities within the Maya Hotels family.
• A supportive and friendly work environment.
• The chance to work with ten well-respected hotel brands.

• Lead and support negotiation of vendor contracts, including pricing, service levels, scope, and terms
• Manage and track annual contract renewals across all properties, ensuring timely execution and cost optimization
• Evaluate existing contracts and identify cost-saving opportunities and efficiencies prior to renewal
• Maintain and organize all vendor agreements, contracts, and pricing structures
• Partner with leadership to standardize contracts and pricing across the portfolio where applicable
• Vet, onboard, and maintain relationships with approved vendors and service providers
• Source and evaluate new vendors; obtain and compare RFQs/RFPs and competitive bids
• Monitor vendor performance, service quality, and adherence to contract terms
• Act as the primary point of contact for vendor escalations and issue resolution
• Ensure vendors comply with insurance, safety, and brand requirements

• Issue and manage purchase orders in alignment with negotiated contracts and budgets
• Coordinate with department managers to validate purchase requests for accuracy and operational need
• Track all incoming orders, ensuring timely delivery and resolving discrepancies
• Support General Managers and department heads with purchasing needs and vendor coordination
• Oversee direct-to-site and bulk equipment orders (e.g., PTAC units) to ensure accurate distribution

• Obtain, review, and compare quotes for recurring and project-based services
• Ensure all quotes are complete, aligned in scope, and competitively priced before submission
• Review and finalize quotes submitted by General Managers to ensure clarity, consistency, and cost efficiency

• Track and analyze purchasing and contract data to identify cost savings and performance trends
• Analyze budget vs. actual spending, ensuring strong cost control
• Support finance with invoice review, accruals, and audit readiness
• Ensure procurement and contracts align with Hilton, IHG, Marriott International brand standards and approved vendor programs
• Maintain accurate records in compliance with company policy and audit standards
• Create consistency in contract negotiation, vendor selection, and procurement processes across all properties
• Develop and implement best practices to improve efficiency and cost control portfolio-wide

• Education:
  
  Associate’s degree in Business, Finance, or Hospitality preferred; equivalent experience considered
• Experience:
  
  2+ years in purchasing, procurement, vendor management, or contract coordination; hospitality or multi-property experience preferred
• Tech‑Savvy:
  Proficiency in Microsoft Office (especially Excel) and procurement/accounting systems (Birch Street, Coupa, HotSOS,  or similar) preferred
• Negotiation
  
  Skills:
  
  Ability to support and lead vendor negotiations and contract discussions
• Analytical
  
  Skills:
  
  Ability to analyze purchasing data, contracts, and identify cost‑saving opportunities
• Communication:
  Strong interpersonal skills for vendor negotiations and cross‑functional collaboration
• Organization:
  Highly detail‑oriented and able to manage multiple contracts, vendors, and priorities