Buying Admin Assistant in City of London

We are looking for a highly organised and detail-oriented Buying Admin Assistant to join our team, with a focus on Knitwear. This role is integral to the buying team, supporting purchase order management, sample coordination, and pre-production processes. You will work closely with suppliers, internal teams, and an intern to ensure a smooth workflow from product development to final production.

Responsibilities:

• Purchase Order Management: Accurately raise POs according to the critical path, ensuring all necessary information (size breakdown, cost, barcodes, etc.) is gathered in a timely manner. Amend POs to reflect any changes made during the product process. Update and cross-reference the barcode sheet daily and send it to Trimco weekly.
• Sample Management: Manage the Intern in the sample tracking process and meeting preparation (proto meetings, fit sessions). Support the Intern in pulling bulk samples, fabrics, and yarns for design, technical, and retouching teams. Oversee sample housekeeping, including the archiving process and sample sale preparation. Create and manage a press tracker and photo sample tracker, logging all sample requests and returns. Ensure CP/Fit lists and other tracking documents are updated with tracking numbers from suppliers.
• Pre-Production & Shoot Sample Management: Supervise the Intern in pre-production sample preparation. Handover new styles for the monthly pre-production process. Assist in pre-production meetings, including creating the contact sheet. Send a PDF of the intake board to the shoot team ahead of pre-production. Oversee the intern in packing samples for off-site shoots. Keep the Twenty Twenty tracker updated with relevant monthly information.
• Additional Tasks: Enter product information (web measurements, wash care, compositions) into the product launch document per book. Create and upload relevant documents to Elucid software to facilitate customs clearance in the US. Communicate with suppliers and AAB to gather HS codes promptly. Oversee DHL/courier operations and support the Intern with incoming and outgoing post. Manage department filing and documentation. Support AB in updating the fit list and critical path. Maintain office and studio tidiness on a daily basis. Build and maintain strong working relationships with head office, store, and warehouse teams. Foster professional relationships with suppliers.

Required Skills:

• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Attention to detail, ensuring accuracy in purchase orders, tracking, and documentation.
• Ability to manage and support interns effectively.
• Excellent communication skills to liaise with suppliers, internal teams, and logistics partners.
• Proficiency in Microsoft Excel, Elucid software, and tracking systems.
• Problem-solving skills to handle unexpected challenges in product management and logistics.
• Ability to work in a fast-paced environment while maintaining high standards of accuracy.
• Team player with the ability to build strong relationships across departments and with external partners.

ME+EM is an equal opportunities employer committed to fostering and preserving a culture of diversity, equality, and inclusion in our workforce. As an equal opportunities’ employer, we do not discriminate against applicants based on race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We believe that diversity enriches our workforce and strengthens our organisation. Therefore, we encourage minorities, LGBTQ+ candidates, and individuals with disabilities to apply for opportunities within our company.

Please note, due to the large number of applications we receive, we can only reply to those that are successful to the next stage.