Purchasing Coordinator

Position Summary

The Purchasing Coordinator, based in Las Vegas, NV, plays a pivotal role in managing procurement operations, product research, and vendor negotiations under the direction of the Purchasing Manager. This role is responsible for executing the end-to-end purchasing workflow utilizing enterprise procurement software (SpendMap) to source goods, manage purchase orders, track inventory par levels, and reconcile invoices. By driving strong vendor relationships and aggressive cost negotiation, the Purchasing Coordinator ensures high-quality products and supplies are delivered efficiently to support the luxury operational standards of Paws Up Montana.

Key Responsibilities

• Procurement & Order Management: Enter, process, expedite, and track purchase requests and purchase orders from initial order creation through final delivery using SpendMap.
• Vendor Negotiations & Cost Control: Actively research products, conduct three-bid competitive sourcing, and negotiate pricing with suppliers to secure the best possible quality and price for resort supplies.
• Inventory & Par Level Support: Assist in maintaining optimal inventory par levels across multiple operational areas, with dedicated focus on guest supplies, small tools, and operational equipment.
• Vendor Relations & Invoice Reconciliation: Establish and maintain positive relationships with suppliers and representatives while managing invoice reconciliation and order tracking.
• Interdepartmental Support & Collaboration: Partner closely with internal property departments and executive offices to resolve procurement inquiries, maintain delivery timelines, and fulfill supply needs.
• Accountability & Workspace Maintenance: Maintain meticulous organized records, purchase order files, and vendor databases to ensure total compliance and operational efficiency.
• Ad-Hoc Duties: Perform additional small projects and duties as assigned by the Purchasing Manager.

Qualifications

• Experience: Minimum of 2–3 years of purchasing experience handling a diverse range of product categories; familiarity with building materials or hospitality supplies is a plus.
• Specialized Knowledge: Deep understanding of the purchasing lifecycle, competitive three-bid processes, purchase order management, and contract negotiation.
• Core Skills: Superior negotiation, organization, and problem-solving skills; high detail orientation with an energetic, adaptable, and "think outside the box" work approach.
• Technical Proficiency: Strong working knowledge of enterprise procurement systems (SpendMap experience preferred), advanced internet research skills, and proficiency in Microsoft Office.
• Work Style: Ability to work effectively in an office setting, maintaining professionalism, discretion, and a neat presentation in all interdepartmental interactions.
• Licensing/Certification: High School Diploma or equivalent required; Bachelor’s degree in Business or a related field preferred.

Physical Requirements

• Mobility & Stamina: Ability to sit constantly for extended periods of daily computer, system, and telephone work, with occasional standing and walking throughout the office.
• Scheduling: Ability to work full-time hours, with flexibility as needed to accommodate operational demands and supply chain priorities.
• Lifting & Handling: Ability to occasionally lift, carry, reach, or handle office files, packages, and procurement samples weighing up to 15–20 lbs.

This job description is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Management may assign or reassign duties and responsibilities to this job at any time.

Paws Up Montana provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.