Operations Coordinator, Procurement

JOB DETAILS

Reports To: Director, Procurement
Working Hours: Hybrid (Office: Monday–Tuesday | Remote: Wednesday–Friday)
Monday and Tuesday: 9:30 AM – 5:30 PM (office-based)
Wednesday to Friday: 2:00 PM – 10:00 PM (remote / work from home)
Place of Work: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU
Other: Full Time

ABOUT RWS GLOBAL
RWS Global is the world leader in groundbreaking live moments across entertainment and sports, creating customized guest experiences spanning theatrical productions, live events, immersive destinations, multimedia, consumer products and more.
RWS Global is headquartered in New York, London, Cincinnati, Shanghai, Orlando and Sydney with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base. With a focus on entertainment and sports experiences, RWS Global serves major brands and corporations, theaters, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world-class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals and performers worldwide.
The RWS Global roster of clients includes Apple, Azamara, The Coca-Cola Company, Commonwealth Games, Crayola, Europa-Park Resort, Ferrari World Abu Dhabi, The FRIENDS™ Experience by Original X Productions, Hard Rock Resorts, Hershey Entertainment & Resorts, Holland America Line, Iberostar Hotels & Resorts, International Cricket Council, Invictus Games, Lionsgate, MSC Cruises, Roompot, Rugby World Cup, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Chicago the Musical, Christmas Spectacular Starring the Radio City Rockettes and more. For more information, visit rwsglobal.com.

JOB SUMMARY
This role will report directly to the Director of Procurement and play a crucial part in streamlining our procurement operations across multiple regions. You’ll gain hands-on experience in project-based purchasing, vendor management, process documentation, and procurement operational improvement, all while working closely with stakeholders in the UK, Australia, and the US.
You’ll play a hands-on role in supporting project purchasing, vendor coordination, and internal process improvements across multiple international teams. You'll work across exciting procurement categories such as production materials, technical equipment, creative services, and marketing assets etc.
This is an exciting opportunity to join a collaborative, high-energy environment in the entertainment industry and grow your career in procurement, operations, or supply chain.

KEY TASKS
Role & Responsibilities:

• You must be flexible and committed to working a hybrid schedule, including evening shift hours (2:00 PM – 10:00 PM, Wednesday to Friday) to align with global time zones and project demands.
• Support end-to-end purchasing for international productions and events, including vendor selection, quote gathering, and purchase order creation.
  Coordinate the full purchasing cycle for both routine and project-based procurement. This includes gathering specifications from internal teams, identifying potential suppliers, requesting, negotiating and comparing quotations, and raising accurate purchase orders in alignment with project timelines and budget constraints. Ensure proper documentation and approvals are in place before order placement.
• Assist with sourcing suppliers for production items (e.g., staging, lighting, AV gear), office supplies, branded merchandise, digital services, arts and crafts, etc.
  Research and recommend vendors across a wide range of categories, from creative and technical production needs to office operations and marketing collateral.
• Strategic Stakeholder Engagement:
  Participate in early-stage project planning meetings to anticipate sourcing needs, influence specifications. Work closely with the purchasing team and project managers to consolidate requirements and timelines.
  Liaise with multiple stakeholders to collect procurement needs, clarify specifications, and ensure purchasing activities are aligned with production and project deadlines.
  Help build centralised procurement schedules and trackers to support visibility and planning across departments and time zones.
• Proactive Participation:
  Join key meetings, support supplier onboarding and contract reviews, and contribute ideas to enhance team performance and procurement scalability.
• Maintain up-to-date procurement records, contracts, and supplier details across regions.
  Keep procurement systems and shared files organized and current.
• Vendor Relationship Management:
  Build and maintain strong relationships with key suppliers. Support the implementation and development of the centralized vendor platform.
• Support the rollout of standardized procurement processes and documentation across the UK, US, and Australia.
  Assist in developing and implementing consistent procurement templates, checklists, and workflows to streamline operations across all regions. Work with the Director of Procurement to ensure global alignment in purchasing practices, internal approval procedures, and vendor management protocols.
• Collaborate with finance to ensure accurate cost tracking, invoice matching, and budget reconciliation.
  Help monitor spending against project budgets, flag discrepancies, and assist in resolving invoice or payment issues with suppliers.
• Participate in project kick-off meetings, supplier onboarding, contract reviews, and internal stakeholder meetings.
• Attend key meetings to understand upcoming project needs, procurement timelines, and supplier requirements. Support the onboarding of new vendors by collecting documentation and coordinating with legal or finance for contract and compliance reviews.
• Continuously identify opportunities to streamline workflows and improve team efficiency.
  Regularly review internal procurement practices to suggest process improvements, automation opportunities, or ways to reduce administrative overhead. Actively contribute to building a scalable procurement function that supports the company's fast-paced growth and creative output.
• Raise and manage purchase orders accurately and in a timely manner across multiple departments and regions.
  Create and process purchase orders in alignment with internal policies, ensuring that all orders are coded correctly, approved by relevant stakeholders, and reflect accurate pricing, quantities, and delivery timelines. Track the status of open POs, liaise with suppliers to confirm fulfilment, and update records to maintain clear visibility across ongoing purchasing activity.

Qualifications & Skills:

• A recent graduate or early-career professional with a degree in Business, Operations, Supply Chain Management, or a related field.
• Strong attention to detail with excellent organizational and follow-through skills.
• An interest in global purchasing, vendor management, and process improvement.
• Ability to manage multiple tasks and deadlines across different time zones.
• Comfortable working independently and collaboratively in a hybrid environment.
• Proficiency in Microsoft Office (especially Excel); ability to learn procurement tools and systems quickly.
• Strong written and verbal communication skills with a professional, proactive approach.
• Exposure to working with cross-functional teams, ideally in a fast-paced or project-driven environment
• Process-driven mindset with an interest in operations, continuous improvement, or workflow automation.
• Strong problem-solving skills with a methodical and organized approach to tasks
• Excellent interpersonal skills with the ability to influence and build strong relationships

Company Benefits:

• Competitive Salary
• Company Pension
• 25 days paid holiday excluding Bank Holidays
• Paid parental leave
• Computer (Mac/Windows)
• Company Phone Allowance
• Flexible working (office/remote)
• Employee Assistance and Wellbeing Programme
• Childcare Support Policy
• Employer Sponsored Vision Programme

Please Note: While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned.

DIVERSITY AND INCLUSION STATEMENT:
DIVERSE IS WHO WE ARE
Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self-expression, and capabilities are a contribution to our culture, as well as our reputation and achievements.
So, bring all of who you are, no questions asked.