Procurement and Inventory Coordinator

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.

Were now looking for a Procurement and Inventory Coordinator 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, its 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.

Vendor & Cost Management

• 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

• Inventory & procurement systems (Zoho preferred)
• 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.