1.     Job brief:

The Procurement Specialist is to ensure the efficient, cost-effective, and timely procurement of all non-sellable goods and services essential for the seamless operation of our retail stores, warehouses, and head office. This role is critical to business continuity, supporting store aesthetics, staff productivity, and operational infrastructure while adhering to stringent procurement policies, ethical standards, and budgetary controls.

1. Key Responsibilities:

Strategic Sourcing & Supplier Management:

• Develop and manage a preferred supplier list for operational categories (store fixtures, warehouse equipment (i.e. Racks, Trolleys, Moveable bins etc.) office supplies, hardware etc.
• Conduct market research, lead RFQ/RFP processes, negotiate contracts, and establish service level agreements (SLAs) to secure optimal quality, cost, and delivery terms.
• Build and maintain strong, ethical relationships with key suppliers, ensuring reliability and performance.
• Regularly review supplier performance and implement improvement or exit strategies as needed.

Procurement Process Execution:

• Manage the end-to-end procurement cycle for all non-sellable items: from requisition receipt, purchase order issuance, order tracking, to delivery and invoice reconciliation.
• Ensure all purchases comply with company’s requirement and financial controls.
• Work closely with all stakeholders to forecast needs for store openings, refits, seasonal changes, and routine replenishment.
• Proactively identify opportunities for cost savings, standardization, and bulk purchasing across the retail network.

Inventory & Budget Management:

• Monitor and control inventory levels of critical operational spares (i.e. lighting, mannequin parts, fixture components etc..) in the main warehouse.
• Collaborate with the finance team to track expenditure.
• Provide clear reporting on procurement metrics, savings achieved, and upcoming expenditures.

Stakeholder Collaboration & Support:

• Act as the primary point of contact for all departments regarding the procurement of operational goods and services.
• Advise store design/visual merchandising teams on the technical specifications, lead times, and costs of fixtures, stands, and racks etc.
• Ensure timely resolution of any issues related to quality, delivery, or installation of procured items.

Compliance & Sustainability:

• Ensure all procurement activities adhere to company policies, ethical sourcing principles, and relevant legal regulations.

1. Typical Categories of Responsibility

Among others, below are potentially main non-sellable requirement:

• Store Equipment: Mannequins, clothing racks, display tables, shelving, signage, hangers, lighting, mirrors, tills/PDQ machines.
• Warehouse Equipment: Pallet racking, trolleys, packing stations, labelling machines, safety equipment, cleaning supplies.
• Office & Administrative: Office furniture, stationery, IT peripherals, kitchen supplies.
• Capital Projects: Equipment for new store fit-outs or warehouse upgrades needed.

1. Qualifications & Experience

Essential:

• Proven experience (3+ years) in a procurement or buying role, preferably within fashion retail, hospitality, or a multi-site operations environment.
• Strong understanding of procurement principles, strategic sourcing, and contract management.
• Demonstrated negotiation skills with a track record of achieving cost savings and added value.
• Excellent organizational, planning, and problem-solving skills.
• High proficiency in procurement software Dynamics 365 and Microsoft Office Suite (especially Excel).
• Exceptional communication and stakeholder management skills.
• High level of integrity and attention to detail.

Desirable:

• Experience in the fashion or lifestyle retail sector.
• Knowledge of store planning or visual merchandising principles.
• Professional qualification (e.g., CIPS Level 3 or above) or progress towards one.

1. Personal Attributes

• A proactive, service-oriented mindset with the ability to anticipate operational needs.
• A pragmatic and resourceful problem-solver, comfortable in a fast-paced environment.
• Commercially oriented with strong numerical and analytical abilities.
• A collaborative team player who can build trust with both internal clients and external suppliers.

Skills

Strategic Sourcing & Supplier Management:

• Develop and manage a preferred supplier list for operational categories (store fixtures, warehouse equipment (i.e. Racks, Trolleys, Moveable bins etc.) office supplies, hardware etc.
• Conduct market research, lead RFQ/RFP processes, negotiate contracts, and establish service level agreements (SLAs) to secure optimal quality, cost, and delivery terms.
• Build and maintain strong, ethical relationships with key suppliers, ensuring reliability and performance.
• Regularly review supplier performance and implement improvement or exit strategies as needed.

Procurement Process Execution:

• Manage the end-to-end procurement cycle for all non-sellable items: from requisition receipt, purchase order issuance, order tracking, to delivery and invoice reconciliation.
• Ensure all purchases comply with company’s requirement and financial controls.
• Work closely with all stakeholders to forecast needs for store openings, refits, seasonal changes, and routine replenishment.
• Proactively identify opportunities for cost savings, standardization, and bulk purchasing across the retail network.

Inventory & Budget Management:

• Monitor and control inventory levels of critical operational spares (i.e. lighting, mannequin parts, fixture components etc..) in the main warehouse.
• Collaborate with the finance team to track expenditure.
• Provide clear reporting on procurement metrics, savings achieved, and upcoming expenditures.

Stakeholder Collaboration & Support:

• Act as the primary point of contact for all departments regarding the procurement of operational goods and services.
• Advise store design/visual merchandising teams on the technical specifications, lead times, and costs of fixtures, stands, and racks etc.
• Ensure timely resolution of any issues related to quality, delivery, or installation of procured items.

Compliance & Sustainability:

• Ensure all procurement activities adhere to company policies, ethical sourcing principles, and relevant legal regulations.