Buyers Admin Assistant in City of Westminster

As a Buying Assistant, you will play a vital role in supporting the buying team by ensuring the smooth and efficient management of critical path deadlines and key administrative tasks. You’ll help maintain an organised workflow from start to finish, and ensure all documentation is up-to-date and accurate. Your role will involve coordinating approvals and preparing presentations. With your attention to detail, organisational skills, and ability to communicate effectively, you’ll help keep the team on track, enabling them to deliver high-quality product ranges on time.

Key Responsibilities

• Critical Path: A strong understanding of the critical path is essential. You should set up and update documents accurately, liaise with suppliers to gather timely information, and lead weekly critical path meetings to ensure all deadlines are met.
• Approvals: Managing the collection and filing of approvals will be a key responsibility. You will ensure the critical path is updated with approval statuses on time and review old folders for disposal as guided.
• PPs: You should prepare and update the PP presentation, verifying that all style, shipping, and quantity information is accurate and ready for the Buyer’s review before management meetings.
• Fits: You will maintain an up-to-date FIT log and ensure relevant fit details are recorded and followed up appropriately after garment tech reviews.
• Sign Offs & Range Reviews: It will be your responsibility to ensure all required samples are prepared, labelled, and ready in time for meetings.
• Parcels and Post: You should manage parcel collection, logging, and distribution efficiently, flagging all approval‑related deliveries to the relevant team member.
• Branding Guidelines: You will need to understand the Swinger Tier system, RFID and barcode stickers, FTP system usage, and packaging requirements, ensuring everything is fit for purpose and applied correctly.
• Competitors, Customer & Demographic: You should have a clear understanding of core competitors. Being aware of the different regions and markets where products are sold will be crucial to supporting commercial decisions.
• End Use & Seasonality: You will understand the product’s end use and ensure that packaging is appropriate and fit for purpose. Any discrepancies should be flagged to the AB/Buyer promptly to maintain quality and consistency.
• Pricing: You should conduct competitive shopping regularly and effectively benchmark pricing to ensure products remain competitive in the market.
• Photography/Photoshoot & Web: You will ensure products are photographed on time by managing the intake sheet and overseeing coordination with the studio. Reviewing the web tracker and ensuring relevant information is provided as needed will also be part of your responsibilities.
• System Skills: Proficiency in Office 365 systems (Outlook, Excel, PowerPoint, Word, Teams) is essential. You should confidently manage email flow, conduct online meetings, and demonstrate strong skills in Excel formulas. Familiarity with buying systems (BB), dashboard reports, and range planning navigation will be key to completing tasks efficiently and accurately.

Skills & Qualifications

• Presentation Skills: You should present information confidently and with enthusiasm, maintaining a positive approach in both virtual and in‑person meetings to engage and inform your audience.
• Problem Solving: You should proactively find solutions to tasks, ensuring your workload is managed within deadlines. Seeking support when necessary and sharing accurate solutions with colleagues will be essential for team success.
• Communication: You will communicate clearly and professionally across all platforms, demonstrating confidence, maturity, and active engagement in team meetings to foster collaboration and understanding.
• Accountability & Managing Self: Managing your workload effectively is crucial, as is multitasking under pressure. You will take responsibility for learning and improving your skills to better support the team’s performance.
• Innovation & Creativity: You will demonstrate innovation in your daily tasks, striving for efficiency and consistency while contributing improvement ideas to the team.
• People Management / Relationship Management: Building strong, positive relationships with colleagues and management will be key. You should exhibit role‑model behaviour and ensure tasks are completed with accuracy and attention to detail.
• Pacey & Positive: You will complete tasks on time, approach challenges with a constructive mindset, and manage difficulties effectively to maintain team morale and productivity.

Personal Attributes

• Proactive and hands‑on, with a can‑do attitude and willingness to support across the team.
• Calm and efficient when working under pressure or to tight deadlines.
• A team player who contributes positively to a collaborative work environment.
• Keen interest in product.

Benefits

• Competitive salary and benefits package
• Hybrid working, 4 days in London based office & 1 working from home
• Holiday allowance
• 50% staff discount & 25% for family and friends
• Pension scheme