Vivienne Westwood is excited to offer an opportunity for a Fabric Assistant role to join our Fabric and Trims team on a full-time basis for 6 months. This role will be based in our London office. This role provides dedicated administrative and logistical support to the Fabric function in London, ensuring efficient management of purchase orders, shipments, inventory records and departmental administration.

Key Responsibilities of the Fabric Assistant

Purchase Order & Financial Coordination:

• Take full ownership of raising and managing purchase orders (POs) for Studio requirements in London.
• Ensure all POs are accurately issued, tracked, and updated where required. Verify pricing accuracy against agreed supplier quotations prior to issuing purchase orders.
• Liaise directly with suppliers to confirm order details, pricing, and shipment timelines.
• Manage invoice processing, ensuring alignment between POs, invoices, and delivered goods.
• Request and collect all required shipping and commercial documentation from suppliers upon dispatch to support Accounts processing.
• Liaise with the Accounts department to ensure timely reconciliation and payment of invoices.
• Request and file technical sheets for all ordered fabrics to ensure accurate internal records.

Shipments & Logistics:

• Take full ownership of fabric-related shipment coordination for London.
• Request proforma invoices and required shipment documentation from suppliers prior to dispatch.
• Generate shipment labels through the internal system in line with company procedures.
• Ensure all shipment details (values, quantities, references) are accurately aligned with internal records.
• Monitor inbound and outbound shipments, proactively following up on delays where required.
• Onboard new suppliers into the internal system database to enable shipment and PO processing.
• Maintain accurate shipment records and tracking information for all London-based movements.

Data & Administrative Support:

• Maintain accurate digital records of purchase orders, invoices, and fabric documentation.
• Provide fabric-related data and documentation to internal teams (including sustainability) when requested.

Cross-Functional Coordination:

• Liaise with internal teams on operational fabric matters originating from London.
•  Act as the coordination point between London and Milan teams to ensure alignment on fabric orders, shipments, and related documentation.
• Provide coordination support for fabric-related requests from London-based teams, liaising with Milan where required.
• Lead logistical coordination during Show periods, including consolidation of supplier stock, shipment to London, and onward distribution to Milan where required.
• Track stock availability, shipment status, and urgent transfers to ensure materials align with Show production timelines.
• Manage high-volume, time-sensitive fabric movements during peak periods in collaboration with suppliers and internal teams.
• Any ad hoc tasks required.

What Vivienne Westwood is looking for:

• A minimum of 2 years' experience within a fabric, sourcing, or product development environment.
• Proven experience in independently raising and managing purchase orders and supplier coordination.
• Strong understanding of fabric ordering processes, pricing structures, and shipment workflows.
• Experience working alongside fabric R&D or product development teams is advantageous.
• Ability to work autonomously and manage priorities with minimal supervision.
• High attention to detail, particularly in price verification, documentation, and shipment accuracy.
• Confident communicator when liaising with suppliers and internal teams.

Vivienne Westwood Benefits:

• Staff discounts
• Health & Wellbeing support (includes Private Medical Health Insurance, EAP, Gym Discounts, Access to Financial Planning Service, etc.)
• Perkbox Discounts and Wellness Hub
• Cycle to work scheme
• Generous annual leave allowance
• Pension Scheme
• Training and hands-on experience
• Opportunities to build new skills and gain valuable industry knowledge

Vivienne Westwood is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local government laws.