Position: Procurement Coordinator/Manager
Number of hours: 40 hours/week
Schedule: UK Time Zone
Key Responsibilities
Procurement & Commercial Management
- Source, evaluate, and onboard OS&E (Operating Supplies and Equipment) suppliers across multiple categories
- Lead pricing negotiations and manage commercial terms with vendors
- Prepare and issue purchase orders aligned with budgets and timelines
- Support tendering processes (RFQs - Request for Quotation, bid comparisons, supplier recommendations)
- Ensure cost efficiency while maintaining quality and brand standards
Order Management & Documentation
- Maintain accurate procurement records, including:
- Purchase Orders
- Contracts
- Proforma invoices
- Delivery notes
- Track orders from placement to final delivery
- Ensure alignment between specifications, quantities, and project requirements
Logistics, Shipping & Customs
- Coordinate shipments from suppliers to final destination
- Monitor delivery schedules and resolve delays proactively
- Manage import/export processes, including customs clearance, duties, and documentation
- Apply knowledge of Incoterms, freight structures, and landed costs
Inventory Planning & Operations
- Support inventory planning (par levels, attic stock, demand forecasting)
- Ensure timely delivery aligned with project openings and operational readiness
Supplier Management & Compliance
- Monitor supplier performance (delivery, quality, cost)
- Ensure compliance with quality and operational standards
- Maintain and develop a strong supplier network
Project Coordination
- Collaborate with Project Managers, Designers, and FF&E (Furniture, Fixtures, and Equipment) teams
- Manage overlaps between Operating Supplies and Equipment and FF&E scopes
- Maintain clear communication across stakeholders
Reporting & Controls
- Prepare procurement and status reports
- Track budgets vs. committed spend and flag risks early
- Monitor critical path items and long lead-time risks
Qualifications
- Proven experience in OS&E (Operating Supplies and Equipment) procurement within hospitality projects
- Strong knowledge of international supply chains, logistics, and customs processes
- Experience managing suppliers, contracts, and procurement workflows
- Solid understanding of Incoterms and freight structures
- Experience working with international suppliers is preferred
- Strong negotiation and cost management skills
- Highly organized with the ability to manage multiple projects and deadlines
- Excellent communication and stakeholder management skills
- High attention to detail with strong documentation and reporting discipline
- Proactive, solution-oriented, and able to work independently
- Comfortable working under pressure and tight timelines
- Professional fluency in English (written and verbal)
- Proficiency in Microsoft Office 365 (Excel, Outlook, Teams)
