Job Specification: Procurement Manager (Family Office)
Position Title: Procurement Manager
Location: Hybrid (London office occasionally)
Travel: International travel 10–15%
Working Pattern: Full-time, with flexibility for evenings/weekends when required
Role Overview
The Procurement Manager will play a critical role in overseeing and optimising purchasing activity across a high‑net‑worth family office. This includes managing suppliers across multiple lifestyle, property, hospitality, and operational categories.
The successful candidate will bring experience from a family office, luxury hotel, private estate, or other ultra‑prime service environment where discretion, service excellence, and attention to detail are paramount.
This role requires strong commercial awareness, excellent stakeholder management, and a commitment to delivering exceptional quality and value while maintaining complete confidentiality.
Key Responsibilities
1. Sourcing & Supplier Management
* Identify, assess and select high‑quality suppliers across multiple categories.
* Build trusted, long‑term relationships with premium vendors and service providers.
* Conduct supplier performance reviews, ensuring high service levels and value for money.
* Develop and maintain an approved supplier list for the family office.
2. Negotiation & Contract Management
* Negotiate contracts, pricing, and service agreements with vendors.
* Ensure all contracts protect the interests of the family office and comply with relevant laws.
* Work with legal advisors to ensure contract accuracy, risk mitigation, and renewals.
3. Cost & Spend Management
* Develop cost‑optimisation and spend‑control strategies without compromising quality.
* Monitor budgets and track procurement activity in collaboration with Finance.
* Identify opportunities for efficiencies and savings across properties and services.
4. Strategy, Planning & Forecasting
* Develop procurement strategies aligned with the family office’s operational needs and long‑term goals.
* Forecast demand for goods and services across multiple locations and time zones.
* Maintain visibility of upcoming projects and major purchases.
5. Compliance & Governance
* Oversee the full procurement cycle from sourcing to payment.
* Ensure compliance with internal processes, governance and privacy standards.
* Maintain accurate procurement documentation and audit trails.
* Uphold ethical sourcing practices and ensure due diligence is completed for all suppliers.
6. Risk Management
* Identify supply chain risks and implement mitigation strategies.
* Ensure continuity of services and goods across global locations.
* Manage procurement contingencies for urgent or time‑sensitive requests.
7. Stakeholder Collaboration
* Act as a key liaison with internal teams including Operations, Finance, Property, Travel, and Lifestyle Management.
* Partner with external advisors, service partners, and contractors.
* Provide responsive support to senior stakeholders and adapt to evolving priorities.
Candidate Requirements
Essential
* Bachelor’s degree or equivalent professional experience.
* Minimum 7+ years’ experience in procurement or supply chain roles.
* Experience in a family office, luxury hotel/hospitality, private estate, UHNW environment, or similar high‑service setting.
* Exceptional communication skills (written & verbal).
* Highly discreet and able to operate with absolute confidentiality.
* Strong relationship‑building skills with both internal and external partners.
* Proficient in Microsoft Office; comfortable with procurement systems.
* Ability to coordinate workflow across different time zones.
* Flexibility to work evenings and weekends when needed.
* Able to travel internationally (10–15%).
Desirable
* Experience managing procurement for luxury goods, property, facilities, or lifestyle services.
* Knowledge of global luxury brands, premium service providers, and specialist vendors.