Assistant Director of Purchasing

The Assistant Director of Purchasing at The Cooper supports the Area Director of Purchasing in overseeing the hotel's end-to-end procurement function, ensuring that all goods, services, equipment, and operating supplies are sourced strategically, cost-effectively, and in alignment with the property's elevated luxury standards. This role ensures the integrity of purchasing processes, vendor relations, inventory management, and internal service delivery across all hotel departments, with a commitment to timeliness, accuracy, and fiscal responsibility. This leader works cross-functionally with Rooms, Food & Beverage, Spa, Engineering, Retail, Housekeeping, Security, and all operational teams to ensure the highest service standards and seamless support of the guest experience.

Key Responsibilities
Procurement & Vendor Management

• Assist in sourcing, selecting, and negotiating with vendors based on quality, price, delivery timelines, sustainability, and service reliability.
• Ensure adherence to corporate purchasing policies, preferred vendor programs, and contract terms.
• Support the Director of Purchasing in managing RFPs, bid comparisons, and cost analyses.
• Maintain accurate and current vendor files, certifications, and compliance documents.
• Oversee the onboarding of new suppliers, ensuring alignment with five-star operational requirements.

Order Management & Systems

• Review and approve purchase orders for accuracy and policy compliance.
• Maintain procurement workflows in the hotel's purchasing system (e.g., Infor , BirchStreet , Coupa , or equivalent).
• Monitor order status, deliveries, and backorders to ensure uninterrupted supply to departments.
• Collaborate with Accounting to ensure accurate coding, timely invoice processing, and prompt payment.

Inventory & Cost Control

• Monitor inventory levels for all OS&E, cleaning supplies, guest supplies, F&B items (non-food), linens, spa products, amenities, engineering parts, and retail goods.
• Conduct regular cycle counts and support monthly/quarterly/year-end inventories.
• Analyze usage trends and collaborate with departments to prevent overstocking or shortages.
• Identify cost-saving opportunities while preserving uncompromising quality.

Receiving & Warehousing Oversight

• Support oversight of receiving operations to ensure proper inspection, quality verification, and documentation of inbound goods.
• Ensure proper storage conditions, FIFO rotation, labeling, and security in the warehouse.
• Coordinate the distribution of goods to departments in alignment with SOPs and service needs.
• Maintain cleanliness, organization, and safety standards in all storerooms.

Pre-Opening Responsibilities (if applicable)

• Assist with OS&E and small CAPEX procurement guided by brand standards and operational requirements.
• Coordinate delivery schedules, warehouse staging, tagging, and distribution during pre-opening.
• Maintain detailed tracking of pre-opening budgets and approvals.
• Support vendor coordination for large-scale deliveries and installations.

Compliance, Standards & Sustainability

• Ensure purchasing practices meet brand standards, local regulations, and internal audit requirements.
• Support sustainability initiatives (e.g., waste reduction, eco-friendly sourcing, recyclable materials).
• Uphold five-star standards by ensuring product quality aligns with luxury guest expectations.

Leadership & Collaboration

• Supervise and mentor Purchasing Coordinators, Clerks, and Receiving personnel.
• Partner closely with operational leaders to anticipate needs and resolve supply issues.
• Represent the Purchasing department in operational, financial, and pre-opening meetings.
• Foster positive internal stakeholder and external supplier relationships.

Qualifications & Requirements

• Bachelor's degree in Hospitality, Supply Chain, Business Administration, or related field preferred.
• Minimum 3–5 years of purchasing experience in a luxury hotel, resort, or high-volume operation.
• Strong knowledge of procurement systems (e.g., Infor, BirchStreet, Coupa), inventory control, and warehouse operations.
• Excellent negotiation, analytical, and financial skills.
• Strong organizational abilities, attention to detail, and follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Exceptional communication skills and a collaborative leadership style.
• Commitment to luxury service culture and understanding of Forbes Five-Star standards.

Physical Requirements

• Ability to lift, carry, push, and pull up to 30–50 lbs routinely (e.g., boxes of supplies, inventory items, OS&E cartons).
• Prolonged periods of standing and walking in storerooms, receiving docks, and back-of-house corridors.
• Ability to bend, stoop, reach, and climb step stools or ladders to access high or low storage areas.
• Capacity to inspect goods and inventory, requiring visual acuity and manual dexterity.
• Comfort working in varying environments, including climate-controlled offices, warmer receiving docks, and cooler storage areas.
• Ability to operate equipment such as pallet jacks, hand trucks, and carts safely.
• Ability to work flexible hours, including early mornings, nights, weekends, or holidays, based on operational needs.
• Sustained ability to lift and move inventory throughout the day to support receiving, stocking, and distribution tasks.
• Ability to respond quickly in urgent supply situations, sometimes requiring fast-paced movement or manual handling.

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BHC is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and are not based on race, color, sex (including pregnancy, childbirth, and related medical conditions), citizenship status, national origin, ancestry, gender identity or expression, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, uniformed service, political affiliation, genetic information, or any other factor or characteristic protected by applicable law. BHC participates in E-Verify.

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