Procurement Coordinator/Manager

Schedule: UK Time Zone

Key Responsibilities

• 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

• 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

• 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

• Support inventory planning (par levels, attic stock, demand forecasting)
• Ensure timely delivery aligned with project openings and operational readiness

• Monitor supplier performance (delivery, quality, cost)
• Ensure compliance with quality and operational standards
• Maintain and develop a strong supplier network

• 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

• Prepare procurement and status reports
• Track budgets vs. committed spend and flag risks early
• Monitor critical path items and long lead-time risks

• 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)