Hotel Purchasing Clerk / Vendor Coordinator

🌟 We’re Hiring: Hotel Purchasing Clerk / Vendor Coordinator📍 Location: United Arab Emirates (Remote)🕒 Employment Type: Part-Time💼 Experience Level: Mid-Level to Senior🌐 Work Arrangement: Fully RemoteAbout UsWe are a hospitality organization supporting hotels, resorts, serviced residences, restaurants, and guest-experience operations. Our teams coordinate procurement, supplier relationships, inventory, deliveries, and administrative processes to ensure hospitality teams have the products and services they need to operate efficiently.We value reliability, cost awareness, organization, quality, and strong supplier relationships. We are looking for a detail-oriented professional who can support hotel purchasing activities while maintaining accurate vendor and procurement records.The RoleWe are seeking an experienced Hotel Purchasing Clerk / Vendor Coordinator to support purchasing administration, supplier coordination, quotation management, purchase orders, delivery tracking, invoice documentation, and vendor records.The ideal candidate is organized, commercially aware, and comfortable communicating with suppliers, hotel departments, finance teams, warehouse staff, and management.Key ResponsibilitiesSupport daily purchasing and procurement administration for hotel and hospitality operations.Receive and process approved purchase requests from departments such as Food & Beverage, Housekeeping, Front Office, Engineering, Events, and Administration.Request and compare supplier quotations based on approved purchasing requirements.Prepare and maintain purchase orders, quotation records, delivery documents, invoices, and supporting paperwork.Coordinate with approved suppliers regarding prices, availability, specifications, delivery schedules, and order confirmations.Maintain accurate vendor profiles, contact information, contracts, payment terms, product lists, and service records.Track outstanding purchase orders and follow up on delayed, incomplete, or urgent deliveries.Coordinate delivery schedules with suppliers, receiving teams, stores, kitchens, and relevant hotel departments.Verify delivered items against approved purchase orders, delivery notes, quantities, specifications, and quality requirements.Report shortages, damaged goods, incorrect products, or delivery discrepancies to suppliers and internal teams.Assist with maintaining records for food, beverages, housekeeping supplies, amenities, uniforms, office supplies, maintenance materials, and other hotel purchases.Coordinate with warehouse and inventory teams regarding stock levels and replenishment requirements.Monitor frequently purchased items and assist with identifying potential supply or availability issues.Assist with supplier price comparisons and maintain purchasing comparison sheets.Support vendor negotiations by preparing historical pricing, order volumes, and supplier information for authorized purchasing personnel.Track supplier performance, delivery reliability, product quality, response times, and outstanding issues.Follow up on supplier invoices and coordinate with finance teams regarding invoice discrepancies and supporting documents.Assist with three-way matching of purchase orders, delivery records, and invoices where applicable.Maintain accurate procurement records in ERP, purchasing, inventory, or hotel-management systems.Prepare purchasing summaries, vendor reports, outstanding-order reports, and monthly procurement information.Assist with vendor onboarding and ensure required company documents are collected and maintained.Support contract, license, insurance, certification, and compliance-document tracking for approved suppliers.Coordinate with local and international suppliers when required.Assist with urgent purchasing requests while following established approval procedures.Maintain confidentiality of supplier pricing, contracts, commercial terms, hotel information, and financial records.Follow company procurement policies, approval procedures, quality standards, food-safety requirements, and applicable UAE regulations.Support continuous improvement of purchasing processes, vendor communication, documentation, and cost-control practices.RequirementsBachelor’s degree or equivalent qualification in Procurement, Supply Chain Management, Hospitality Management, Business Administration, Logistics, or a related field is preferred.3+ years of professional experience in hotel purchasing, procurement, supply chain, vendor coordination, or hospitality operations is preferred.Good understanding of purchasing procedures, supplier management, purchase orders, quotations, deliveries, and invoice documentation.Hospitality or hotel procurement experience is strongly advantageous.Excellent spoken and written English communication skills.Additional languages such as Arabic, Hindi, Mandarin, French, or Russian are advantageous.Strong negotiation support, communication, organization, and follow-up skills.Excellent attention to detail when reviewing prices, quantities, specifications, invoices, and supplier documentation.Ability to manage multiple purchase requests, suppliers, orders, and deadlines.Proficiency in Microsoft Excel, Word, Outlook, and purchasing or ERP systems.Experience with hotel-management, procurement, inventory, ERP, or supplier-management platforms is advantageous.UAE or GCC hospitality and procurement experience is advantageous.Knowledge of local hotel suppliers, food and beverage procurement, housekeeping supplies, engineering materials, or hospitality consumables is advantageous.CIPS, hospitality, procurement, supply-chain, or related certifications are advantageous but not required.What We OfferFlexible part-time working opportunities within a professional hospitality procurement environment.Competitive compensation aligned with experience, purchasing expertise, and vendor-coordination responsibilities.Opportunity to develop expertise across hotel procurement, supplier management, inventory coordination, cost control, and hospitality operations.Exposure to hotels, resorts, hospitality suppliers, procurement systems, inventory operations, and diverse product categories.Professional development opportunities and continuous learning in procurement, supplier management, hospitality operations, negotiation, and supply-chain coordination.A collaborative and commercially focused environment where accuracy, reliability, cost awareness, supplier relationships, quality, and operational excellence are highly valued.