Job Description

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)