About this role
The iconic Hotel del Coronado is looking for a Purchasing Administrative Coordinator to join the team! Join one of the last surviving wooden Victorian beach resorts in the world and after a $400M renovation and expansion, the resort is more stunning than ever. Located on Coronado Island just minutes from Downtown San Diego, this 28-acre property was built in 1888 and has over 750 rooms, cottages, and villas with 65,000 square feet of banquet space, and 10 food and beverage outlets. This includes 4 restaurants, 2 bars, a food truck, marketplace, ice cream shop, and in-room dining. Want to learn more?Hotel Website, Facebook, Instagram, Pinterest Schedule: AM Shift Procurement & Invoice Management
• Receive, review, and process vendor invoices through designated procurement and purchasing platforms. • Ensure invoices are accurately matched to purchase orders and receiving records. • Monitor invoice approval workflows and follow up with department managers to resolve outstanding approvals. • Research and resolve invoice discrepancies, pricing variances, and missing documentation. • Coordinate with Accounts Payable to ensure timely and accurate payment processing. • Maintain organized electronic and physical records of invoices, purchase orders, and related procurement documentation. • Generate invoice and purchasing reports as requested by management. Vendor Credits & Reconciliation
• Track vendor credits resulting from returns, shortages, damaged goods, pricing discrepancies, or billing errors. • Follow up with vendors and internal departments to ensure credits are received and properly applied. • Maintain detailed logs of outstanding credits and provide status updates to the Director of Purchasing. • Assist in reconciling vendor statements and identifying open issues requiring resolution. Administrative Support
• Provide administrative support to the Director of Purchasing and Purchasing Department staff. • Prepare correspondence, reports, spreadsheets, meeting agendas, and presentation materials. • Maintain department filing systems and records in accordance with company standards. • Answer departmental phone calls and respond to inquiries from vendors and internal stakeholders. • Assist with maintaining departmental policies, procedures, and operational documentation. Scheduling & Coordination
• Coordinate departmental schedules, meetings, training sessions, and calendars. • Track employee attendance, time-off requests, and schedule changes as directed. • Assist with onboarding coordination for new department employees. • Schedule vendor meetings, product demonstrations, and operational reviews. Reporting & Data Management
• Maintain accurate vendor, product, and pricing information within procurement systems. • Prepare weekly and monthly purchasing reports. • Support inventory, audit, and compliance initiatives by collecting and organizing required documentation. • Assist with departmental budgeting and expense tracking activities. General Department Support
• Support special projects and operational initiatives assigned by the Director of Purchasing. • Assist with month-end and year-end administrative processes. • Maintain confidentiality of sensitive financial, vendor, and employee information. • Perform other duties as assigned.