Buyers Admin Assistant

Company Description

Join the Legacy and Future of West Ham United

Founded in 1895, West Ham United is a club that blends rich tradition with a forward-thinking approach, creating an exciting, ever-evolving football culture. Based in the heart of London, we proudly call the London Stadium home — a state-of-the-art venue with a capacity of 62,500, making it one of the largest in the country. We are also dedicated to providing the most affordable Premier League tickets in London, championing Accessible Family Football for all.

Our women\’s team, achieving professional status in 2018, has soared to new heights in the Women’s Super League and reached the prestigious FA Cup final. Meanwhile, our cutting-edge Academy, which opened in 2019, is nurturing future stars, producing first-team players like Declan Rice and Ben Johnson.

With ongoing improvements to the stadium, including the iconic Billy Bonds Stand, West Ham is constantly evolving, making sure our fans experience the best in matchday atmosphere and comfort. We are also incredibly proud to hold the Disability Confident Leader status, reflecting our dedication to inclusivity and accessibility.

As we continue to grow, so does our workforce. With a dedicated team of 300 core staff and 500 event and Foundation employees, West Ham United offers a truly unique working environment. We’re especially proud to have been awarded the Premier League’s Advanced Equality, Diversity, and Inclusion Standard in 2023 — our second consecutive recognition — underlining our ongoing commitment to fostering an inclusive, diverse, and dynamic workplace.

Join us and become part of a club that stands at the crossroads of history, ambition, and innovation. West Ham United is where passion, progress, and inclusivity come together to create something special.

Why Join Us?

Diversity & Inclusion: We believe a diverse team drives creativity and strengthens performance. We welcome applicants from all backgrounds and identities to apply.

Health & Wellbeing: We are committed to protecting the physical and mental health of our staff, ensuring a balanced and supportive work environment.

Career Growth: As part of a premier football club, you will have opportunities to grow and innovate in an exciting and fast-paced environment.

If you’re ready to bring your passion for Buying and Football to one of the world’s most iconic clubs, apply now!

Position

Role: Buyers Admin Assistant

Department: Retail/Buying

Hours: Full Time

Salary: Competitive

Location: London Stadium

We are seeking a highly organised and detail-oriented Buyer’s Admin Assistant to support the buying team in the sourcing and ordering of football merchandise in a very fast paced environment. This newly created role brings the opportunity to establish new processes and ways of working and will play a key part in ensuring the efficient and smooth-running of the department. The ideal candidate is a multitasker, unphased by ever changing priorities and will already have worked in a similar position for another retailer. They will possess excellent communication skills and have a proactive attitude to thrive in a fast-paced, high-energy environment.

Key Responsibilities

• Administrative Support: Provide administrative support to the Buyer, including scheduling meetings, document management, maintaining swatch

library and supplier correspondence.

• Critical Path Management: Following the critical path timelines, liaise with suppliers to coordinate lab dips, sealing & production samples,

production progress and delivery dates to ensure timely delivery of goods.

• Range Plan Management: Ensure all product information on the buying range plan (such as cost prices, supplier information) is accurate,

complete and up to date at all times.

• Product Set Up: Using accurate range plan data, create new products on the system so that purchase orders can be created by the

merchandising team.

• Sample Management: Maintain a set of samples representing the current and future West Ham product range.
• Photoshoot Coordination: Play a key role in organising website content photoshoots including coordination of times, locations, players/models,

sample availability by size.

• Supplier Relationship Management: Support in building and maintaining positive relationships with suppliers; act as a point of contact to handle

inquiries and follow up on outstanding issues.

• Market Research: Conduct market research to identify potential suppliers, products, and pricing trends that align with West Ham United’s quality

and budget requirements. Keep abreast of products and trends seen at other football clubs and on the high street.

• Reporting and Analysis: Assist in the preparation of various buying related reports such as cost & margin analysis, sales analysis and supplier

performance.

• Compliance and Documentation: Ensure all purchasing activities comply with club policies and guidelines; maintain up-to-date documentation

on all transactions and supplier agreements.

• Event Support: Assist with the sourcing of goods and services for special events, match days, and other key promotional activities.
• Cross-Departmental Collaboration: Work closely with other departments, such as marketing, logistics, online and store teams, to align on product

needs, critical path and promotional timelines.

Requirements

Person Specification:

Qualifications;

• Minimum of A-levels or equivalent. Additional training or qualification in buying and merchandising would be advantageous.
• Minimum of 1-years’ experience in a similar role.

Skills and Experience;

• Proven experience in a head office administrative or buying support role, ideally for a sports or high street retailer.
• Strong organisational skills with a keen eye for detail.
• Ability to manage multiple priorities and work to tight deadlines.
• Proficiency in Microsoft Office, particularly Excel.
• Excellent written and verbal communication skills, with a professional and proactive approach to supplier relationships.
• This role is based at West Ham stadium with occasional travel to meet suppliers or attend events.
• Flexibility to work occasional evenings or weekends during peak seasons or events may be required.

What We Offer

• A unique opportunity to be part of the West Ham United community
• A dynamic work environment within a Premier League football club
• Opportunities for professional development and career progression
• Competitive salary and benefits package

Other information

Benefits on offer (may vary based on contract type and location)

• 25 days annual leave plus your birthday off
• Pension and life insurance
• Healthcare cash scheme
• Travel season ticket loan
• Cycle to work scheme
• Priority access to apply for match tickets
• Discounted season tickets
• Staff discounts in the club store, café and our official partners products and services
• Discounted gym membership and onsite fitness room facilities
• Family friendly leave policies
• Company Social events

Safeguarding

The successful candidate must demonstrate a commitment to the safety and welfare of children, young people, and adults at risk of harm across all stakeholders. Everyone, including third parties who work with the Club or the West Ham Foundation, is responsible for ensuring the safety and well-being of vulnerable individuals. Successful candidates must undergo essential background checks before starting their employment, which may include screening of social media. The type of DBS check required will depend on the responsibilities of the position and may be basic, standard, or enhanced.

The successful candidate agrees to proactively identify and respond appropriately to any concerns, and follow the Club\’s Safeguarding reporting procedures to report allegations of abuse, poor practice, or anything that may impact the welfare of a child, young person, or adult at risk without delay, within 24 hours, or as otherwise directed by the Club’s or the West Ham Foundation Safeguarding Team.

EDI Statement

The successful candidate must demonstrate a strong commitment to equity, diversity, and inclusion, aligning with the organisation’s business and tactical approach to eliminating barriers and addressing inequity. You agree to actively contribute to creating a discrimination-free and inclusive environment, ensuring equitable access to opportunities and benefits, while fostering a culture of dignity and respect that enables everyone to perform and achieve their potential.

Candidates must demonstrate their capability and willingness to uphold best practices and procedures, promoting lasting positive change while eliminating biases and barriers to attracting, achieving, and supporting talent from all communities, regardless of background, circumstances, or protected characteristics.

How To Apply

To apply, please reply to the link with your full CV and a supporting statement outlining your motivation for applying and how you feel you meet the profile of the candidate we are looking for.

The deadline for applications is 5pm Friday 18th July 2025. Please note that the vacancy may close early if there is a high volume of applicants.

Queries

Thank you for your interest. If you have any queries, or require support with your application, please contact [email protected] #J-18808-Ljbffr