Coordinator, Purchasing

JOB DETAILS
Job Title: Coordinator, Purchasing
Reports To: Manager, Purchasing
Working Hours: Monday-Friday: 2:00 PM – 10:00 PM
Place of Work: Remote
Office Address: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU
Other: Full Time. Please note: You will need to be in the office with adjusted working hours for at least the first month to complete training. The exact duration may depend on your progress.

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  

JOB SUMMARY As our business grows, we're strengthening our global procurement team to make purchasing smarter, faster, and more efficient and we're looking for someone excited to join us on this journey.
This role mainly supports procurement for U.S. projects, with occasional help for teams in the UK and Australia. You'll report directly to the Purchasing Manager and play a key part in managing vendor relationships and making sure goods and services are delivered on time for major entertainment projects.
You'll get hands-on experience with project-based buying and supplier coordination, working with stakeholders across the U.S. and sometimes collaborating internationally. Procurement categories include production materials, technical equipment, creative services, marketing assets, custom fabrication and more.
It's a great opportunity to join a collaborative, high-energy team in the entertainment industry and build your career in  procurement, operations, or supply chain.
KEY TASKS
Role & Responsibilities:

• Support the full procurement process for goods and services needed for live events and entertainment projects:
Manage sourcing, purchasing, and delivery of a wide range of items, from technical equipment and production materials to creative services and marketing assets, ensuring all procurement activities align with project requirements and timelines.

• Track orders to ensure all items arrive on time and meet project requirements:
Monitor the status of all purchases, proactively follow up with suppliers, and coordinate logistics to guarantee timely delivery and compliance with project specifications.

• Coordinate with external warehouses to manage the flow of materials in line with production schedules:
Liaise with warehouse teams to oversee the receipt, storage, and dispatch of goods, ensuring inventory is managed efficiently and materials are available when needed for productions.

• Communicate with suppliers to monitor order status and promptly address any delays or issues:
Maintain regular contact with suppliers to track shipments, resolve delivery challenges, and keep internal teams informed of any changes or potential disruptions.

• Build and maintain strong relationships with suppliers, negotiate competitive pricing and terms, and resolve any discrepancies or invoicing issues:
Develop partnerships with key vendors, negotiate favourable terms to maximize value, and address any issues related to product quality, delivery, or invoicing to ensure smooth operations.

• Collaborate with teams across departments and projects, consolidating orders to achieve cost savings:
Work closely with colleagues in production, technical, and creative departments to combine procurement needs, leverage bulk purchasing opportunities, and optimize budgets.

• Work closely with project managers and stakeholders to identify and source products and services for productions:
Participate in project planning meetings to understand requirements, recommend suitable suppliers, and ensure all procurement activities support the creative vision and operational needs of each event.

• Assist the Purchasing Manager in improving purchasing processes:
Contribute ideas for process improvements, help implement new systems or workflows, and support the adoption of best practices to enhance efficiency and scalability.

• Help oversee procurement activities to ensure timely, cost-effective, and high-quality delivery for entertainment projects:
Monitor procurement performance, track key metrics, and support the Purchasing Manager in achieving project goals related to cost, quality, and delivery timelines.

• Raise and manage purchase orders accurately and in a timely manner across multiple departments and regions:
Prepare and process purchase orders, ensuring all documentation is complete and compliant with company policies, and maintain clear records for audit and reporting purposes.

Qualifications & Skills: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 environmentProcess-driven mindset with an interest in procurementStrong problem-solving skills with a methodical and organized approach to tasksExcellent interpersonal skills with the ability to influence and build strong relationshipsCompany Benefits:Competitive SalaryCompany Pension25 days paid holiday excluding Bank HolidaysPaid parental leaveComputer (Mac/Windows)Company Phone AllowanceFlexible working (office/remote)Employee Assistance and Wellbeing ProgrammeChildcare Support PolicyEmployer Sponsored Vision ProgrammePlease 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.

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