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
- 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.
- 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.
- 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
- 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.
- 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%).
- Experience managing procurement for luxury goods, property, facilities, or lifestyle services.
- Knowledge of global luxury brands, premium service providers, and specialist vendors.
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