Purchasing Supervisor

AN ICON EVOLVED

Honoring a celebrated legacy while shaping a bold new global chapter. In every location, Delano nurtures a refined spirit of community, welcoming the world’s most curious, creative and well-traveled.

JOB OVERVIEW: 

Under the general guidance of the Director of Purchasing, the Purchasing Supervisor is responsible for overseeing the department’s daily operational procedures and assisting in the procurement of goods and services for all hotel departments. This role ensures that purchasing activities are carried out efficiently, accurately, and in compliance with company policies. The Purchasing Supervisor assists in sourcing products, preparing purchase orders, tracking deliveries, coordinating receiving procedures and maintaining inventory levels to meet the operational needs of the hotel.

YOUR KEY RESPONSIBILITIES:

• Coordinate department training in standard operating procedures.
• Coordinate with Purchasing Clerks in daily internal requisitions to be completed and posted in Birchstreet.
• Assist Receivers in managing incoming vendor deliveries and parking.
• Ensure all incoming shipments are properly checked and received in the system, paperwork scanned into storage files for auditing purposes, and documents delivered to Finance for final processing.

• Coordinate proper procedure of incoming parcel packages are completed.
• Assist in preparing and processing purchase orders based on approved requisitions, ensuring accuracy in quantity, pricing, and vendor selection.
• Assist in sourcing products and vendors that meet quality, pricing, and delivery requirements, in line with hotel standards.
• Assist and follow up on outstanding purchase orders to ensure timely delivery of goods and communicate to requesting departments.
• Maintain accurate records of all purchasing activities, including purchase orders, vendor files, product specifications, and delivery confirmations.
• Communicate effectively with department heads to confirm product needs, lead times, and any substitutions when necessary.
• Assist leadership to ensure all purchases comply with hotel procurement policies, budget guidelines, and internal controls.
• Coordinate inspection walkthroughs of Purchasing areas while maintaining daily cleaning checklists and logs filed and ready for auditing purposes.
• Assist with inventory control by tracking deliveries and ensuring proper storage of incoming goods.
• Assist leadership in maintaining strong relationships with existing vendors and assist in evaluating vendor performance.
• Assist with audits and inventory counts and reconciliations as needed.
• Perform other procurement-related duties as assigned by the Purchasing leadership team.
• We recognize we are in the hospitality industry and that it may require us to provide lateral service. 

• We will on occasion call on everyone in the team to perform various related tasks as needed in the spirit of providing exceptional guest service.

SPECIFIC JOB KNOWLEDGE & SKILLS: 

• High school diploma or equivalent education required; Bachelor’s degree in Business Administration, Supply Chain Management, Hospitality, or a related field preferred. 

• Minimum three to five years of experience in a purchasing or procurement leadership role, preferably within a luxury or upscale hotel environment. 

• Strong knowledge of hotel operations, including food & beverage, housekeeping, engineering, and front office supply needs. 

• Familiarity with purchasing systems, inventory management software, and financial reporting tools; experience with BirchStreet, Adaco, or similar platforms is preferred. 

• Proven ability to negotiate contracts, manage vendor relationships, and drive cost-effective procurement strategies. 

• Excellent verbal and written communication skills in English; ability to communicate clearly with vendors and internal stakeholders. 

• Strong analytical and organizational skills with a high attention to detail. 

• Must be able to work independently, manage multiple priorities, and meet tight deadlines. 

• Solid understanding of purchasing policies, accounting principles, and regulatory compliance related to procurement. 

• Ability to stand, walk, bend, reach, push/pull, and lift or carry objects up to 20 lbs as needed in a warehouse or storage environment. 

• Proficiency in Microsoft Office Suite, especially Excel, for reporting and data analysis. 

• Demonstrated leadership ability with experience in training and supervising purchasing and warehouse staff. 

• Additional language ability preferred. 

• All team members must maintain a neat, clean and well-groomed appearance. Specific department  uniform guidelines and/or required articles of clothing will be explained to you by your supervisor.

All your information will be kept confidential according to EEO guidelines.