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.