Administrator, Procurement - RWS Global

JOB DETAILS

Job Title: Administrator, Procurement

Reports To: Manager, Procurement

Working Hours: Normal office hours are 09:30 to 17:30, Monday - Thursday, 09:30 to 17:00 Friday

Place of Work: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU (Wed and Fri-remote)

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 and consumer products.

RWS Global is headquartered in New York, London, Cincinnati, Shanghai, Orlando, Sydney and Riyadh 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, FIFA, 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, Merlin Entertainments, MSC Cruises, NFL, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Christmas Spectacular Starring the Radio City Rockettes and more. For more information, visit rwsglobal.com.

JOB SUMMARY

Based at our Milton Keynes headquarters, the Procurement Administrator sits within the Global Procurement team and reports to the Procurement Manager. The role is primarily focused on providing administrative and operational support to the Buyers and Purchasing Coordinators within the team, enabling the efficient delivery of procurement activities across the business.

Acting as a central point of coordination, the Procurement Administrator is responsible for supporting the procurement lifecycle through activities such as processing purchase requests, raising and tracking purchase orders, maintaining procurement records, coordinating supplier onboarding, managing documentation, and supporting supplier and stakeholder communications. The role helps ensure purchasing activities are completed accurately, efficiently, and in accordance with company policies and procedures.

While the position does not have direct sourcing or negotiation responsibility, the Procurement Administrator plays a key support role to the wider procurement function by assisting Buyers with supplier management, tender administration, reporting, data management, and other procurement-related activities that contribute to successful project delivery and value for the business.

The role also supports procurement operations across our wider group of entities, working collaboratively with internal stakeholders to ensure compliance with global procurement policies, processes, and governance standards while providing effective administrative support to the Procurement team.

KEY TASKS

Role & Responsibilities:

• Provide day-to-day administrative support to the Procurement team, assisting Purchasing Coordinators with purchasing activities across the business.
• Process purchase requisitions and raise purchase orders accurately and in a timely manner in accordance with approved budgets and company procedures.
• Maintain procurement systems, records, supplier information, and documentation to ensure data accuracy and compliance.
• Support supplier onboarding activities, including collecting required documentation and assisting with vendor setup processes.
• Monitor purchase order status, supplier acknowledgements, and delivery schedules, following up where required and escalating issues to Buyers.
• Assist with obtaining quotations, gathering supplier information, and preparing procurement documentation to support sourcing activities.
• Coordinate communications between suppliers, project teams, and internal stakeholders to ensure purchasing requirements are actioned efficiently.
• Produce and maintain procurement reports, trackers, and spend information to support team activities and decision-making.
• Ensure purchasing activities and documentation comply with procurement policies, governance requirements, and internal controls.
• Provide administrative support for tender processes, supplier reviews, and procurement projects as required.
• Support procurement activities across the wider group of entities, helping to ensure consistency and alignment with global procurement processes and standards.
• Build positive working relationships with suppliers and internal stakeholders, delivering a professional and responsive service.
• Contribute to the continuous improvement of procurement processes, systems, and ways of working within the Global Procurement team.

Qualifications & Skills:

• Highly organised, with the ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Strong attention to detail and accuracy when processing purchase orders, supplier information, contracts, and procurement records.
• Excellent administrative and data management skills, with the ability to maintain accurate documentation and records.
• Clear and professional communication skills, capable of building effective relationships with suppliers and internal stakeholders.
• Good numerical and analytical skills, with the ability to review purchasing data and identify discrepancies.
• Good working knowledge of Microsoft Office applications, particularly Excel, Outlook, and Word.
• Comfortable learning and using procurement, purchasing, finance, and ERP systems.
• Able to handle confidential and commercially sensitive information with discretion and professionalism.
• Strong problem-solving skills, with the ability to investigate issues and follow them through to resolution.
• Adaptable and flexible, with the ability to support changing business requirements and priorities.

Experience:

• Previous experience in an administrative, purchasing, procurement, finance, or commercial support role is desirable but not essential.
• Experience supporting purchase order processing, supplier set-up, invoice administration, or approval workflows is advantageous.
• Exposure to working with suppliers and internal stakeholders to resolve queries and support business requirements.
• Experience maintaining accurate records, data, and documentation within systems and spreadsheets.
• Ability to manage multiple tasks, priorities, and deadlines within a structured environment.
• Experience following established processes, policies, and approval controls.
• Experience supporting project, operational, or finance teams in a fast-paced business environment.

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.