Hospitality Vendor Relations Specialist

Position Overview Bartlett Hall is seeking an organized, proactive, and relationship-focused Hospitality Vendor Relations Specialist to coordinate supplier communications, support purchasing activities, and help maintain reliable vendor services for restaurant operations. This role works with food and beverage suppliers, equipment vendors, maintenance providers, and other service partners to support timely deliveries, accurate orders, consistent service standards, and efficient issue resolution. The ideal candidate communicates professionally, manages multiple priorities, and understands the importance of dependable vendor relationships in a busy restaurant environment. Key Responsibilities Vendor Relations & Communication Serve as a primary point of contact for assigned suppliers, vendors, and service providers. Maintain positive working relationships through clear communication and timely follow-ups. Communicate order requirements, delivery schedules, service requests, and operational expectations. Address routine vendor questions and coordinate solutions to service or delivery issues. Maintain accurate vendor contact information, service records, and communication logs. Purchasing & Delivery Coordination Coordinate orders for food, beverages, restaurant supplies, equipment, and operational materials. Track order confirmations, delivery schedules, quantities, and outstanding items. Follow up on late deliveries, incorrect orders, shortages, damaged goods, and substitutions. Coordinate with kitchen, bar, restaurant management, and other teams to confirm purchasing needs. Help monitor inventory-related requests and identify recurring supply issues. Invoice & Vendor Documentation Support Review invoices, purchase orders, delivery receipts, and other supporting documents for completeness. Compare billed quantities and prices against available order and delivery records. Flag discrepancies, duplicate charges, missing credits, and pricing differences for review. Track invoice status and coordinate follow-ups with vendors and the accounting team. Maintain organized records of vendor agreements, pricing information, certificates, and service documentation. Restaurant Operations Support Coordinate vendor service appointments for equipment, facilities, cleaning, and maintenance. Communicate operational priorities and access requirements to vendors. Track outstanding service requests and confirm completion with the appropriate team. Escalate urgent supply interruptions, equipment issues, and service disruptions to management. Help ensure vendor activities are coordinated around restaurant operating hours and service needs. Performance Monitoring & Process Improvement Monitor vendor reliability, delivery accuracy, responsiveness, and service quality. Maintain vendor performance trackers and summaries of recurring issues. Assist management with reviewing pricing changes, service concerns, and potential supplier alternatives. Identify opportunities to improve ordering procedures, documentation, and communication workflows. Support vendor onboarding by collecting required documentation and coordinating internal approvals. Qualifications Required High school diploma or equivalent. Experience in hospitality operations, vendor coordination, purchasing, customer service, or administrative support. Strong written and verbal communication skills. Excellent organization, attention to detail, and follow-through. Proficiency with email, spreadsheets, and standard office software. Ability to coordinate multiple requests and meet time-sensitive deadlines. Professional judgment when handling confidential business and financial information. Preferred Experience in restaurant, bar, hotel, catering, or food service operations. Familiarity with food and beverage suppliers, restaurant purchasing, or inventory processes. Experience reviewing invoices, tracking purchase orders, or resolving vendor discrepancies. Familiarity with restaurant POS, inventory, pro…

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