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.
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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.