Procurement and Inventory Coordinator

Smart Suites; Metro Manila; On-site; PHP 599,504 - 737,851; Full time

Job summary

A growing short-term rental business is looking for a Procurement and Inventory Officer to manage property supplies and stock control. This role demands attention to detail and strong communication skills, requiring 2-3 years of experience in procurement or inventory management. You'll coordinate deliveries, execute purchase orders, and maintain documentation for a fast-paced environment. The position is flexible and remote, with a focus on accuracy and operational efficiency.

Qualifications

• 2-3 years experience in procurement, inventory, or operations support.
• Strong understanding of stock control and reorder point management.
• Experience in hospitality or property management is a plus.

Responsibilities

• Procure items for properties and manage inventory.
• Coordinate deliveries and track orders.
• Maintain accurate documentation and reporting.

Skills

Attention to detail

Cost awareness

Clear communication skills

Stock control management

Tools

Microsoft 365

Purchase order systems

Job description

About the job Procurement and Inventory Officer

In 2024, a group of lifelong friends in Brisbane turned a small number of properties into a fast-growing short-term rental business—driven by grit, ownership, and a commitment to doing things better.

Today, Smart Suites manages over 100 rooms across Brisbane, serving both leisure and corporate guests. We adopt AI-driven tools, structured systems, and clear operating standards to keep our properties running smoothly. Our culture feels more like a sports team than a traditional company: accountable, collaborative, and focused on results.

We're now looking for a Procurement and Inventory Officer who thrives on structure, accuracy, and ensuring nothing falls through the cracks.

Important Notes Before You Apply

• Role Type: Full-time independent contractor (not a permanent employee role)
• Compensation: AUD $1,300 – $1,600 per month (all-inclusive)
• Schedule: Flexible full-time role, Monday to Sunday as required
• Location: Work from anywhere in the Philippines
• Time & Productivity Tracking: All contractors use Hubstaff for time and activity tracking to ensure transparency and accountability

Why Our Recruitment Process Is Thorough

We believe long-term success comes from the right fit—for both the contractor and the business. Our multi-stage recruitment process helps ensure clarity, alignment, and realistic expectations.

You can expect:

• Initial Interview (30–45 mins): Background, motivation, and role fit
• Technical Live Assessment (60–90 mins): Real procurement and inventory scenarios
• Behavioral Interview (60 mins): Communication style, ownership, and adaptability
• Meet the Founder Session (30–60 mins): Expectations, growth, and long-term vision
• Pre-Engagement Steps:
• IT Audit (systems readiness)
• Reference Check

Yes, it's detailed—but it reflects our commitment to building reliable, long-term contractor partnerships.

What You'll Do

Day-to-Day Property Procurement

• Procure approved property items such as:
• Linen, towels, and amenities
• Cleaning supplies and consumables
• Maintenance and replacement items
• Furniture replacements (approved SKUs only)
• Raise purchase orders with approved vendors only.
• Execute emergency purchases when required to support operations.
• Ensure all items meet Smart Suites approved quality and property standards.

Inventory Management & Stock Control

• Maintain accurate inventory records and reorder points.
• Monitor stock levels across properties and storage locations.
• Proactively flag low stock, slow-moving items, or potential shortages.
• Support periodic inventory checks and audits.
• Manage relationships with approved operational vendors.
• Compare pricing for recurring consumables and flag cost variances.
• Ensure purchases align with approved budgets.
• Escalate supply risks, pricing changes, or delivery issues early.

Logistics & Delivery Coordination

• Coordinate deliveries to properties or storage locations.
• Track orders and follow up on delays or discrepancies.
• Match purchase orders with delivery notes and invoices.

Administration & Documentation

• Maintain accurate procurement and inventory documentation.
• Communicate clearly with Operations and Finance.
• Support reporting on spend, variances, and procurement risks.

What Were Looking For

• 2–3 years experience in procurement, inventory, or operations support
• Strong understanding of stock control and reorder point management
• High attention to detail and cost awareness
• Ability to prioritize urgent operational needs
• Clear written and verbal communication skills
• Experience in hospitality, property management, or short-term rentals is a plus

Tools & Technology

• Microsoft 365 (Excel, Outlook, Teams)
• Email and internal communication tools
• Purchase order and inventory tracking systems

About Smart Suites

Smart Suites is redefining hospitality in Australia—combining operational discipline with technology-driven execution. With 100+ properties today and ambitious growth ahead, every contractor plays a meaningful role in building scalable, reliable systems that support both guests and teams.