Buying Admin Assistant

We are seeking an organised and detail-oriented Buying Administration Assistant to join our fast-paced Buying team at Kaiia the label. This role is pivotal in supporting the buying team in the efficient day-to-day management of the product buying process. The successful candidate will have the opportunity to gain valuable experience in fashion buying, data management, and supply chain coordination within a fast fashion environment.

As a Buying Administration Assistant, you will be responsible for providing essential administrative support to the buying team, ensuring that all orders, stock, and delivery schedules are managed efficiently to meet product timelines and market demand.

• Purchase Order Management: Assist the buying team with raising and managing purchase orders (POs) for all product categories. Ensure that orders are accurately entered into the system and that all relevant product details (styles, sizes, colours, prices, etc.) are correct. Monitor order confirmations and chase suppliers to ensure timely and accurate responses. Ensure that all purchase orders are in line with the buying strategy and seasonal calendar.
• Stock Management and Order Tracking: Assist in tracking product orders from suppliers, ensuring accurate delivery timelines and stock levels. Maintain and update order status reports, monitoring stock movement from suppliers to warehouse. Liaise with suppliers and logistics teams to resolve any stock discrepancies, delivery issues, or order delays. Support the team in managing the product lifecycle from initial order to delivery, ensuring the timely arrival of products.
• Data Entry & Management: Input and maintain accurate product and order data in the internal buying order tracker. Assist with pricing updates, delivery schedules, and product specifications to ensure alignment with the buying plan.
• Supplier Coordination: Serve as a point of contact between the buying team and external suppliers for all administrative matters. Communicate regularly with suppliers to ensure they are on track with order commitments and product specifications. Assist with chasing samples, production updates, and order amendments where necessary. Ensure accurate communication of any last-minute changes in product specifications or timelines to suppliers.
• Support Product Development and Buying Team: Assist the buyers with product research, competitor analysis, and trend forecasting. Help manage the sample flow from suppliers, ensuring that the team receives timely samples for approval. Prepare and coordinate meetings and sample reviews, assisting in the preparation of sample boards, buying meetings, and presentations. Provide administrative support for product launches, coordinating with other departments to ensure product availability for promotional events or sales campaigns.
• Stock Allocation & Replenishment: Assist in monitoring stock levels in line with sales trends, collaborating with the buying team to ensure the right quantities are ordered to meet demand. Help in generating replenishment orders and maintaining stock levels in line with forecast and sales performance.
• Reporting & Administrative Support: Assist with ad hoc administrative tasks as required by the buying team, including preparing and tracking seasonal product ranges and price lists. Support with creating and maintaining filing systems for product information, contracts, and communications with suppliers.
• Communication and Team Support: Maintain clear and effective communication with internal departments such as design, marketing, merchandising, and logistics. Support the buying team by providing necessary updates on stock and orders, offering proactive solutions for any issues that arise. Help manage internal meeting schedules, keeping all team members informed of deadlines and important milestones.
• Sales & Demand Analysis: Assist the buying team in reviewing sales and stock data to identify trends, overstock or understock situations, and ensure that stock is aligned with sales performance. Assist in carrying out basic sales analysis to help refine buying strategies and decisions.

• Education: A degree in Fashion Buying, Merchandising, Business, or a related field is preferred, but not essential.
• Experience: A minimum of 6 months experience in a similar administrative or assistant role, ideally within the fashion industry or fast fashion environment.
• Organizational Skills: Strong ability to prioritise and manage multiple tasks simultaneously while maintaining accuracy.
• Attention to Detail: High level of attention to detail, ensuring that all orders, data, and product specifications are correct and up to date.
• Communication Skills: Excellent written and verbal communication skills, with the ability to liaise effectively with suppliers, internal teams, and external stakeholders.
• Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Problem-Solving: Ability to identify potential issues within the buying process and work proactively to resolve them.
• Team Player: A strong team player with the ability to collaborate effectively with other departments.
• Interest in Fashion: A keen interest in fashion trends and the fast-paced nature of the fashion buying process.

• Knowledge of fashion retail, buying, and merchandising processes.
• Experience with data analysis and reporting tools.
• Ability to work under pressure in a fast-moving environment.

• Proactive: Takes initiative and actively seeks solutions to improve processes.
• Adaptable: Flexible and able to work in a fast-paced, changing environment.
• Detail-Oriented: Strong focus on accuracy and consistency in all tasks.
• Reliable: Dependable and punctual, ensuring deadlines and targets are met.
• Energetic: Enthusiastic and motivated, with a positive attitude toward team collaboration and problem-solving.

• Opportunities for growth and progression within a fast-growing fashion brand.
• Staff discounts on company products and clothing.
• Exposure to a dynamic and creative team in a high-energy environment.