Merchandising Administrative Assistant

Department

Merchandising

Reports to

Merchandising Manager / Head of Merchandising

Location

London

Role Overview

The Merchandising Administrative Assistant will provide essential administrative and operational support across the Merchandising, Buying, Retail and Wholesale functions, ensuring the accuracy and efficiency of day-to-day processes.

The role will be responsible for maintaining accurate product, pricing, buying and stock data, supporting purchase order management, processing recuts and allocations, producing regular sales and trade reporting, and coordinating stock movements across stores, warehouses and wholesale partners.

Working closely with the wider Merchandising team, Buying, Retail, Wholesale, Customer Service and external warehouse partners, the MAA will ensure that all administrative processes are completed accurately, efficiently and within required timelines.

The role will have a particular focus on buying and recut administration, stock management, data integrity and operational execution , helping the Merchandising team maintain strong controls and visibility across the business.

Key Responsibilities

• Merchandising Administration & Buying Support
• Produce daily sales, trade and ad hoc merchandising reports.
• Maintain and update market information, order sizing and quantity sold data.
• Support purchase order (PO) raising and administration.
• Prepare and maintain geo-pricing linesheets.
• Set up and maintain buying sheets.
• Process and administer in-season recuts, including order amendments and sizing requirements.
• Monitor recut sizing and quantities to ensure orders are accurate and aligned with requirements.
• Respond to buying and merchandising queries, particularly relating to recuts, orders and buying administration.
• Amend and rectify incorrect product pricing.
• Create new SKUs and ensure product information is accurately maintained.
• Maintain and update range plan data.
• Support sample sale preparation, including product picking, allocation and returns.
• Retail & Store Administration
• Provide day-to-day merchandising and administrative support across six retail stores.
• Produce daily sales, trade and ad hoc reporting.
• Manage store allocations, including allocation sheets and order sizing.
• Monitor quantities sold and provide market and store-level support.
• Process and coordinate store sendbacks.
• Respond to store queries, including missing stock, stock discrepancies and customer requests.
• Prepare and distribute store training packs.
• Coordinate and support store visits.
• Support and coordinate store stock takes.
• Ensure store orders are force-closed following delivery.
• Monitor purchase transfers (PTs) to ensure deliveries are completed on time and flag any orders that have not been dispatched.
• Support store stock movements and administrative requirements.
• Wholesale & Stock Administration
• Maintain and update the daily Wholesale Tracker.
• Process customer service adjustments.
• Respond to wholesale queries, including additional returns to vendor (RTV) and stock swap requests.
• Maintain the weekly stock log.
• Update commitment schedules.
• Support continuity forecasting through accurate data maintenance and updates.
• Coordinate PR sample returns, ensuring stock adjustments and sales order (SO) data are processed correctly.
• Manage warehouse queries and follow up on outstanding stock issues.
• Maintain Zedonk system integrity, ensuring data accuracy across orders and stock records.
• Review back-order reports and follow up to clear unfulfilled orders.
• Chase pending units on outstanding orders with by warehouse.
• Ensure warehouse sendbacks are correctly booked in.
• Process stock adjustments, investigate discrepancies, rectify errors and maintain the stock adjustment tracker.
• Produce ad hoc stock and operational reports as required.
• Warehouse & Logistics Administration
• Act as a key administrative contact for warehouse and logistics queries.
• Monitor stock movements and investigate discrepancies.
• Follow up on pick discrepancies, missed replenishments and pick progress.
• Track outstanding deliveries and identify potential delays.
• Liaise with warehouses to resolve outstanding order and stock issues.
• Ensure all stock movements, returns and sendbacks are accurately recorded and processed.
• Maintain visibility of outstanding warehouse actions and follow through to resolution.
• Data Integrity & Systems
• Ensure all merchandising, buying and stock administration is accurate and up to date.
• Maintain product, SKU, pricing, order and stock information across relevant systems.
• Ensure Zedonk data integrity and investigate inconsistencies.
• Maintain accurate trackers, reports and administrative records.
• Identify and rectify data errors and discrepancies in a timely manner.
• Ensure all relevant stakeholders are updated on outstanding actions and operational issues.
• Key Skills & Experience
• Previous experience in a Merchandising Administration, Buying Administration or Merchandising Assistant role within fashion retail.
• Strong Excel skills and confidence working with large volumes of data.
• Experience using merchandising, stock management and ERP systems; Zedonk experience would be advantageous.
• Strong numerical and analytical skills, with excellent attention to detail.
• Understanding of purchase orders, allocations, stock movements and buying processes.
• Highly organised, proactive and able to manage multiple priorities.
• Strong communication skills and confidence liaising with internal teams and external warehouse partners.
• Ability to work independently, identify discrepancies and follow through on outstanding actions.
• A solutions-focused approach with the ability to work effectively in a fast-paced environment.
• Key Success Measures
• Accuracy and timeliness of purchase orders, recuts and buying administration.
• Accuracy of pricing, SKU, range plan and product data.
• Timely completion of daily, weekly and ad hoc reporting.
• Accuracy and completion of store allocations, sendbacks and stock adjustments. Effective management and resolution of warehouse and wholesale queries.
• Reduction in outstanding back orders, pending units and stock discrepancies.
• Maintenance of accurate and up-to-date merchandising and stock trackers.
• Consistent support and responsiveness to the wider Merchandising, Buying, Retail and Wholesale teams.
• #J-18808-Ljbffr