Hotel Purchasing Agent

Apollo Group is a global leader in cruise hospitality and distribution, united by a clear purpose: to responsibly elevate the global cruise experience by enabling our people and partners to deliver exceptional, reliable, and sustainable journeys, today and for generations to come. We act every day as a trusted partner in the cruise industry, supplying premium hospitality solutions and dependable service worldwide.

Department / Team:
Purchasing – Hotel

Reports To:

Hotel Purchasing Manager

Employment Type:

Full-time

FLSA Status:
Non-Exempt

Salary:
Starts $19/hr. depending on experience

To process hotel purchase orders and ensure timely delivery, accurate receiving, and proper invoice reconciliation for cruise vessel operations.

This role exists to support ships, warehouse operations, and accounting by maintaining a disciplined purchasing system accuracy and proactive vendor follow-up.

• Accurate and timely processing of purchase orders.
• On‑time vendor deliveries aligned with vessel schedules.
• Proper matching of invoices to receiving documentation.
• Reduced backorders and purchasing errors.
• Clear communication between ships, the warehouse, and vendors.

• Process purchase orders for hotel categories, including amenities, housekeeping, uniforms, furniture, spa, and entertainment supplies.
• Enter and manage transactions accurately in the purchasing system.
• Confirm pricing, quantities, and vendor details before submission.
• Monitor open purchase orders and delivery timelines.
• Follow up with vendors on delayed shipments and backorders.
• Communicate order status updates to the ships and the warehouse.

• Confirm receipt of all orders with the warehouse.
• Report discrepancies between ordered and received goods.

• Review invoices for pricing and quantity accuracy.
• Match invoices with receiving documents.
• Submit approved invoices to accounting.
• Support the resolution of invoice discrepancies and provide proof of delivery when required.

• Maintain accurate purchasing records.
• Follow established purchasing procedures.
• Support audit and compliance documentation requests.

• Process vessel purchase requests.
• Track delivery confirmations.
• Follow up on backorders.

• Review open order reports.
• Communicate status updates to Purchasing Manager.

• Assist with purchasing performance tracking.
• Support audit or compliance.

• Strong attention to detail.
• Good time management.
• Clear professional communication.
• Ability to follow structured procedures.

• Invoice matching and reconciliation.

• 1–3 years of purchasing or administrative experience.
• Experience in hospitality, cruise, or supply chain preferred.
• Basic understanding of warehouse receiving processes.
• Good math aptitude and ability to work accurately with numbers.

• Receiving documentation.
• Internal purchasing procedures.

• Hotel Purchasing Manager.
• Shipboard Hotel Teams.
• Warehouse Operations.

• Executes purchase orders within defined authority
• Escalates vendor performance or invoice issues

• Office-based role
• Frequent communication with internal and external stakeholders.

• This role supports vessel supply continuity and financial accuracy. Strong execution ensures reliable ordering, accurate documentation, and disciplined vendor coordination.
• Health, Life, and Disability insurance.