Buyers Admin Assistant in London

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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