Buying Admin Assistant

KOIBIRD is a curated luxury boutique based in London. It is rooted in a desire to invigorate the traditional retail landscape by prioritising storytelling and encouraging discovery through a unique edit of emerging and established designers. KOIBIRD marries the intention to buy less but buy fabulous, with a commitment to spotlighting eccentric and off-beat talent in one considered space.

Since its inception in 2018, the company has worked to cultivate an innovative brand ecosystem that celebrates travel, the arts, and culture via immersive and engaging cross-category edits. Covering ready-to-wear, lifestyle, and food, KOIBIRD’s concepts pool together the brightest, boldest labels from around the world, inspiring customers to embrace discovery in its most abstract sense, whether through destinations, nostalgia, pieces of art, or edible delicacies.

KOIBIRD is the go-to retail destination for new and unique finds. Believing in bold self-expression, everything it stocks – from coats to coffee table books, glassware to jewellery– is a statement on its own. Never boring, always other-worldly: welcome to planet KOIBIRD.

Who We Are Looking For

We are seeking a talented Buying Admin Assistant to join our buying team. You must be an innovator who thinks outside the box and be happy in a faced pace environment.

About you:

· Highly motivated and organised with an enthusiasm for buying and product across categories.

· A love of fashion and administration.

· Strong attention to detail – with a keen eye for spreadsheets and reports.

· At least 1-2 years’ experience within a retail buying department understanding the fast-paced and dynamic nature of the role.

· In-depth knowledge of the buying critical path and a keen interest in emerging trends in.

· Proficient in Microsoft (Office, Excel, PowerPoint) and experience working with buying systems.

Responsibilities:

• Support the buying team in the day to day buying tasks across a high volume of brands and multi categories.
• Highly administrative role with ad hoc duties, providing essential support across all administrative areas of the buying team.
• Collating and managing brand collateral such as line sheets, bios, look books.
• Inputting order selections, checking order confirmations, managing the seasonal buy assortments, and filing final orders.
• Managing the OTB trackers, supporting with sales and stock reports for discussion in weekly trade & alignment meetings.
• Manual input of the seasonal buy on the master sheet, managing Shopify uploads onto the system and putting together the brand books for company product training.
• Carrying out weekly competitor pricing checks for review.
• Managing deliveries, in season swaps, reorders and updating delivery assortments.
• Managing the product side of photoshoots including the whole sample process cycle.
• Sending approved invoices for payment to accounts and managing the process of credit notes, refunds, and replacement products for in-season faulty items.
• Assist in the preparation of the buying trips and schedules for fashion weeks.
• Running errands were necessary and supporting any other areas of the business that require support
• Be able to manage a highly administrative and manual workload, meeting tight deadlines in a fast-paced environment.

Why join KOIBIRD

• We are a supportive and inclusive work environment that values and encourages creative thinking, collaboration and personal development.
• Employee discount on selected KOIBIRD retail merchandise.
• Employee discount on food and beverages at KOI11 Wellness Bar.
• 25 days of annual leave plus bank holidays.
• Additional one day of paid leave on your birthday to celebrate.
• Summer Fridays – For the month of July and August, KOIBIRD employees will finish work at 2pm each Friday.
• KOIBIRD Social events throughout the year.
• Full time role: 9:30am – 5:30pm, Monday to Friday (with occasional attendance required at evening or weekend PR/corporate events).
• Hybrid working with one day working from home.
• Office is located a 5 minute walk from Baker Street Underground Station and a 10 minute walk from our KOIBIRD store in Marylebone.

We’d encourage anyone who thinks they could add value to our business to apply.

To Apply, please submit your application via