Hotel Purchasing Agent

The Apollo Group; Miami (FL); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Disability insurance

Job summary

The Apollo Group in Miami is seeking a full-time Hotel Purchasing Administrator to process hotel purchase orders for ships, coordinate with warehousing, and reconcile invoices. This office-based role reports to the Hotel Purchasing Manager and supports vessel operations with timely, accurate purchasing.

You will manage pricing checks, monitor open orders, follow up with vendors, and ensure documentation meets audit requirements, with a focus on reliability, accuracy, and seamless communication

Qualifications

• 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.

Responsibilities

• 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.
• 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.
• Review invoices for pricing and quantity accuracy and match with receiving documents.

Skills

Attention to detail

Time management

Clear communication

Numbers proficiency

Team collaboration

Education

High school diploma or equivalent

Job description

Apollo Group is a global leader in cruise hospitality and distribution, united by a clear purpose: to responsibly elevate the global cruise experience by enabling our people and partners to deliver exceptional, reliable, and sustainable journeys, today and for generations to come. We act every day as a trusted partner in the cruise industry, supplying premium hospitality solutions and dependable service worldwide.

Position Information

Department / Team: Purchasing – Hotel

Reports To: Hotel Purchasing Manager

Employment Type: Full-time

FLSA Status: Non-Exempt

Salary: Starts $19/hr. depending on experience

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.
• 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.
• 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.

Weekly Responsibilities

• Review open order reports.
• Communicate status updates to Purchasing Manager.

Monthly / Periodic Responsibilities

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

Core Skills

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

Technical Skills

• Invoice matching and reconciliation.

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

Documents / Resources

• Receiving documentation.
• Internal purchasing procedures.

Collaboration & Relationships

Internal

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

Decision-Making & Autonomy

• Executes purchase orders within defined authority
• Escalates vendor performance or invoice issues

Working Conditions

• Office-based role
• 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.