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Key Responsibilities and Required Skills for a Hotel Procurement & Vendor Manager

💰 $55,000 - $85,000

HospitalityProcurementSupply Chain ManagementOperationsVendor Management

🎯 Role Definition

The Hotel Procurement & Vendor Manager is the strategic linchpin responsible for the entire lifecycle of sourcing, purchasing, and managing goods and services for a hotel property or group. This role goes far beyond simple ordering; it involves building robust vendor relationships, negotiating advantageous contracts, and ensuring a seamless supply chain for everything from guest-facing amenities and food & beverage products to back-of-house operational equipment. A successful professional in this position directly impacts the hotel's bottom line through cost control and enhances the guest experience by ensuring the highest quality of products and services are consistently available. They are the crucial link between internal department needs and external market opportunities.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Purchasing Coordinator / Assistant
  • Hotel Department Supervisor (e.g., F&B, Housekeeping)
  • Accounts Payable/Receivable Specialist with a focus on vendors

Advancement To:

  • Director of Procurement / Purchasing for a larger property or hotel group
  • Regional Supply Chain Manager
  • Hotel Director of Operations or Assistant General Manager

Lateral Moves:

  • Hotel Cost Controller
  • Facilities or Engineering Manager

Core Responsibilities

Primary Functions

  • Identify, research, and onboard new suppliers and vendors that align with the hotel's quality standards, sustainability goals, and budget constraints.
  • Lead the end-to-end negotiation process for pricing, delivery schedules, payment terms, and service level agreements (SLAs) to secure the most favorable terms for the hotel.
  • Develop and manage a comprehensive portfolio of vendor contracts, ensuring all terms are met, renewals are handled proactively, and compliance is maintained.
  • Cultivate and maintain strong, productive, and long-term relationships with key vendors to foster partnership, ensure reliable service, and resolve issues effectively.
  • Oversee the hotel's inventory management systems for all departments, including Food & Beverage, Housekeeping, and Engineering, to optimize stock levels and minimize waste.
  • Establish, communicate, and enforce rigorous quality control standards for all purchased goods and services, conducting regular checks and addressing any deviations with vendors.
  • Develop, manage, and report on the annual procurement budget, working with the Director of Finance to forecast expenses and identify opportunities for cost savings.
  • Manage the complete purchase order (PO) lifecycle, from creation and approval to submission, tracking, and final closure in the procurement system.
  • Coordinate closely with the receiving department and department heads to ensure the timely, accurate, and safe delivery of all orders, resolving any logistical issues that arise.
  • Act as the central point of communication between all hotel departments (e.g., Culinary, Rooms, Spa, Engineering) to understand their specific purchasing needs and product requirements.
  • Continuously monitor and analyze market trends, commodity pricing, and new product innovations to identify risks and opportunities for the hotel.
  • Champion and execute strategic sourcing initiatives for high-spend categories, consolidating suppliers and leveraging purchasing power to drive significant cost reductions.
  • Track, document, and present detailed reports on cost savings, cost avoidance, and overall procurement performance to senior management.
  • Serve as the primary troubleshooter and escalation point for resolving all vendor-related issues, including quality complaints, delivery delays, and invoice discrepancies.
  • Lead the formal Request for Proposal (RFP), Request for Quotation (RFQ), and Request for Information (RFI) processes for significant purchases or service contracts.

Secondary Functions

  • Collaborate with the finance and accounting teams to ensure accurate invoice processing, payment reconciliation, and proper coding of all expenditures.
  • Support pre-opening procurement activities for new hotel projects or major renovations, including sourcing, budgeting, and logistics for FF&E (Furniture, Fixtures & Equipment) and OS&E (Operating Supplies & Equipment).
  • Drive the hotel's sustainability and diversity initiatives within the supply chain by prioritizing eco-friendly products and partnering with local or minority-owned businesses.
  • Maintain and optimize the use of procurement software and Enterprise Resource Planning (ERP) systems, ensuring data integrity and training end-users as needed.
  • Participate in regular departmental and operational meetings to provide updates on procurement activities and align on upcoming needs and projects.

Required Skills & Competencies

Hard Skills (Technical)

  • Procurement Software Proficiency: Expertise in using hospitality-specific procurement platforms like BirchStreet, Coupa, Adaco, or major ERP systems such as SAP Ariba.
  • Contract Management & Law: Strong ability to draft, interpret, and manage legal contracts and service level agreements.
  • Supply Chain & Logistics Management: Deep understanding of supply chain principles, logistics, and inventory control methods (e.g., FIFO, JIT).
  • Financial Acumen & Budgeting: Skill in developing and managing departmental budgets, understanding P&L statements, and performing cost-benefit analysis.
  • Advanced Negotiation Tactics: Proven ability to lead complex negotiations and achieve favorable financial and operational outcomes.
  • Strategic Sourcing: Capability to perform spend analysis and develop long-term sourcing strategies for key purchasing categories.
  • Advanced Microsoft Excel: Ability to create complex spreadsheets for data analysis, tracking, and reporting (e.g., using VLOOKUP, pivot tables).

Soft Skills

  • Vendor Relationship Management: A natural ability to build and maintain strong, collaborative, and professional relationships with a diverse range of suppliers.
  • Exceptional Communication: Clear, concise, and persuasive communication skills, both written and verbal, for interacting with internal stakeholders and external partners.
  • Analytical & Problem-Solving Mindset: The capacity to analyze complex situations, identify the root cause of a problem, and implement effective solutions quickly.
  • Meticulous Attention to Detail: A sharp eye for detail is critical for reviewing contracts, purchase orders, and product specifications to prevent errors.
  • Stakeholder Management: The political savvy to navigate the needs and priorities of different departments and senior leadership to achieve consensus.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED; significant and directly relevant work experience may be considered in lieu of a degree.

Preferred Education:

Bachelor’s Degree. Professional certification such as a Certified Professional in Supply Management (CPSM) is a significant plus.

Relevant Fields of Study:

  • Supply Chain Management
  • Business Administration
  • Hospitality Management
  • Finance

Experience Requirements

Typical Experience Range: 3-7 years of progressive experience in a purchasing, procurement, or supply chain role.

Preferred: Direct experience in a procurement or purchasing capacity within a hotel, resort, restaurant group, or related hospitality environment is highly desirable and strongly preferred. Experience with both food & beverage and non-food procurement is a major asset.

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