Purchasing Administrative Coordinator (Full-Time) - Hotel del Coronado, A Curio Collection by Hilton

The iconic Hotel del Coronadois looking for a Purchasing Administrative Coordinator to join the team! Join one of the last surviving wooden Victorian beach resorts in the worldand after a $400M renovation and expansion, the resort is more stunning than ever.

Located on Coronado Island just minutes from Downtown San Diego, this 28-acre property was built in 1888 and has over 750 rooms, cottages, and villas with 65,000 square feet of banquet space, and 10 food and beverage outlets. This includes 4 restaurants, 2 bars, a food truck, marketplace, ice cream shop, and in-room dining.

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Schedule: AM Shift

Procurement & Invoice Management

• Receive, review, and process vendor invoices through designated procurement and purchasing platforms.
• Ensure invoices are accurately matched to purchase orders and receiving records.
• Monitor invoice approval workflows and follow up with department managers to resolve outstanding approvals.
• Research and resolve invoice discrepancies, pricing variances, and missing documentation.
• Coordinate with Accounts Payable to ensure timely and accurate payment processing.
• Maintain organized electronic and physical records of invoices, purchase orders, and related procurement documentation.
• Generate invoice and purchasing reports as requested by management.

Vendor Credits & Reconciliation

• Track vendor credits resulting from returns, shortages, damaged goods, pricing discrepancies, or billing errors.
• Follow up with vendors and internal departments to ensure credits are received and properly applied.
• Maintain detailed logs of outstanding credits and provide status updates to the Director of Purchasing.
• Assist in reconciling vendor statements and identifying open issues requiring resolution.

Administrative Support

• Provide administrative support to the Director of Purchasing and Purchasing Department staff.
• Prepare correspondence, reports, spreadsheets, meeting agendas, and presentation materials.
• Maintain department filing systems and records in accordance with company standards.
• Answer departmental phone calls and respond to inquiries from vendors and internal stakeholders.
• Assist with maintaining departmental policies, procedures, and operational documentation.

Scheduling & Coordination

• Coordinate departmental schedules, meetings, training sessions, and calendars.
• Track employee attendance, time-off requests, and schedule changes as directed.
• Assist with onboarding coordination for new department employees.
• Schedule vendor meetings, product demonstrations, and operational reviews.

Reporting & Data Management

• Maintain accurate vendor, product, and pricing information within procurement systems.
• Prepare weekly and monthly purchasing reports.
• Support inventory, audit, and compliance initiatives by collecting and organizing required documentation.
• Assist with departmental budgeting and expense tracking activities.

General Department Support

• Support special projects and operational initiatives assigned by the Director of Purchasing.
• Assist with month-end and year-end administrative processes.
• Maintain confidentiality of sensitive financial, vendor, and employee information.
• Perform other duties as assigned.