Job Title: Buyer's Admin Assistant- softs wovens & jersey
Reports to: Assistant Buyer
Contract: Permanent
Hours: Full-time (Hybrid)
Location: Head Office, Shepherd's Bush
Working Pattern: Monday-Thursday in the office, Friday working from home (9:00am-5:00pm)
Role
- The Buyer's Admin supports the Buying team with the day-to-day administration of the buying process, ensuring products progress smoothly from development through to delivery.
- The role is responsible for maintaining accurate systems, managing purchase orders and samples, monitoring critical paths, and communicating effectively with suppliers and internal departments to ensure deadlines are met.
- Success in this role requires excellent organisation, accuracy, commercial awareness, and a passion for fashion.
Key Responsibilities
Buying Administration
- Provide day-to-day administrative support to the Assistant Buyer and wider Buying team.
- Raise purchase orders (POs) accurately and promptly.
- Maintain PO trackers and all internal systems with accurate and up-to-date information.
- Track purchase orders to ensure timely delivery and support stock flow.
- Manage and update relevant buying documents and reports.
Critical Path Management
- Maintain and monitor the Critical Path (CP) for all product areas.
- Communicate regularly with suppliers to ensure key deadlines are achieved.
- Identify and escalation potential delivery risks to the wider Buying team.
- Participate in regular Critical Path calls to build strong supplier relationships.
Sample Management
- Organise, prepare and track samples for: Live shopping events, press requests, E-commerce and marketing shoots.
- Arrange couriers for incoming and outgoing samples.
- Ensure samples are available when required and returned promptly.
Product Development Support
- Own the approvals process, following up with the Assistant Buyer to ensure approvals are completed within deadlines.
- Prepare fit lists ahead of fit sessions.
- Maintain an organised fit room.
- Assist with product sign-offs and picture packs.
Trading & Commercial Support
- Support Monday trade meetings by preparing reports on best and worst-performing products.
- Assist in trade preparation and performance analysis.
- Carry out online comparative shopping and competitor research to maintain awareness of market trends.
- Prepare documents and picture packs for monthly assortment reviews and product sign-offs.
Communication & Collaboration
- Work closely with Design, Marketing, E-commerce and Customer Services to ensure clear and accurate communication.
- Build positive working relationships with suppliers and internal stakeholders.
- Share updates regarding delivery timelines, risks and approvals.
General Administration
- Open and distribute incoming post daily.
- Complete additional administrative and ad hoc tasks as required.
Knowledge, Skills & Experience
Essential Skills
- Excellent organisational and time management skills.
- Strong administrative ability with exceptional attention to detail.
- Ability to prioritise multiple tasks in a fast-paced environment.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to build relationships internally and externally.
- Ability to work independently and use initiative.
- Strong team player who collaborates effectively across departments.
- Commercial awareness and interest in fashion retail.
- Good PC skills, including Microsoft Excel.
- Passion for clothing and fashion.
Personal Attributes
- Highly organised and proactive.
- Accurate and methodical in approach.
- Reliable with excellent timekeeping.
- Flexible and willing to support the wider team.
- Positive attitude with a willingness to learn.
- Comfortable working under pressure and meeting deadlines.
- Enthusiastic about fashion trends, products and the customer.
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