Hotel Purchasing Agent

Role Purpose

To process hotel purchase orders and ensure timely delivery, accurate receiving, and proper invoice reconciliation for cruise vessel operations. This role exists to support ships, warehouse operations, and accounting by maintaining a disciplined purchasing system accuracy and proactive vendor follow-up.

Key Performance Outcomes

• Accurate and timely processing of purchase orders.
• On-time vendor deliveries aligned with vessel schedules.
• Proper matching of invoices to receiving documentation.
• Reduced backorders and purchasing errors.
• Clear communication between ships, the warehouse, and vendors.

Core Responsibilities

Order Processing

• Process purchase orders for hotel categories, including amenities, housekeeping, uniforms, furniture, spa, and entertainment supplies.
• Enter and manage transactions accurately in the purchasing system.
• Confirm pricing, quantities, and vendor details before submission.

Vendor Follow-Up

• Monitor open purchase orders and delivery timelines.
• Follow up with vendors on delayed shipments and backorders.
• Communicate order status updates to the ships and the warehouse.

Warehouse Coordination

• Confirm receipt of all orders with the warehouse.
• Ensure receiving documentation matches purchase orders.
• Report discrepancies between ordered and received goods.

Invoice Matching & Accounting Support

• Review invoices for pricing and quantity accuracy.
• Match invoices with receiving documents.
• Submit approved invoices to accounting.
• Support the resolution of invoice discrepancies and provide proof of delivery when required.

Documentation & Compliance

• Maintain accurate purchasing records.
• Follow established purchasing procedures.
• Support audit and compliance documentation requests.

Daily Operational Duties

Daily Tasks

• Process vessel purchase requests.
• Track delivery confirmations.
• Follow up on backorders.
• Review invoice matches.

Weekly Responsibilities

• Review open order reports.
• Coordinate recurring vendor follow-ups.
• Communicate status updates to Purchasing Manager.

Monthly / Periodic Responsibilities

• Assist with purchasing performance tracking.
• Support audit or compliance.

Required Skills & Competencies

Core Skills

• Strong attention to detail.
• Good time management.
• Clear professional communication.
• Ability to follow structured procedures.

Technical Skills

• ERP / Purchasing system proficiency.
• Invoice matching and reconciliation.
• Intermediate Microsoft Excel skills.
• Accurate data entry.

Knowledge & Experience

• 1–3 years of purchasing or administrative experience.
• Experience in hospitality, cruise, or supply chain preferred.
• Basic understanding of warehouse receiving processes.
• Good math aptitude and ability to work accurately with numbers.

Tools, Systems & Resources

Software

• ERP / Purchasing system
• Microsoft Excel

Documents / Resources

• Purchase orders.
• Receiving documentation.
• Vendor invoices.
• Internal purchasing procedures.

Collaboration & Relationships

Internal

• Hotel Purchasing Manager.
• Shipboard Hotel Teams.
• Warehouse Operations.
• Accounting Department.

External

• Authorized vendors.

Decision-Making & Autonomy

• Executes purchase orders within defined authority
• Escalates vendor performance or invoice issues
• Flags discrepancies impacting vessel readiness

Working Conditions

• Office-based role
• Fast-paced, deadline-driven environment
• Frequent communication with internal and external stakeholders.

Additional Information

• This role supports vessel supply continuity and financial accuracy. Strong execution ensures reliable ordering, accurate documentation, and disciplined vendor coordination.
• Health, Life, and Disability insurance.
• Background Check required.
• Drug test required.

Pay: From $19.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person