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Job Title:  Buyers Admin Assistant

Responsible to:  Merchandise & Operations Manager

Responsible for:  No direct reports

Main Purpose of Job:

To provide full clerical and administrative support to our Buying Team and the Merchandise & Operations Manager.

Specific Tasks:

• Setting up and maintaining supplier account details and contact lists
• Checking order confirmations and raising supplier queries
• Liaison with stores and/or suppliers on order/delivery queries
• Producing purchase orders and communicating with suppliers, stores and warehouses
• Maintaining OTB (open to buy) levels
• Ensuring credits are received for goods not received / returns / damaged / other where appropriate
• Creating cyclical inventory stock checks
• Maintaining price files (Cost –Selling – RRP’s)
• To undertake any other duties as may be required

Other Tasks:

• Processing incoming e-mails and telephone calls
• Maintaining filing systems
• Customer service enquiries (internal and external)

Person Specification:

• This position requires a high degree of computer literacy combined with a thorough, analytical approach and excellent communication skills, both verbal and written.
• The head office is a pressurised environment and the ability to handle a substantial workload, prioritise effectively and work within deadlines is essential.
• The ability to be flexible, enthusiastic, assertive and adaptable

What You Will Be Doing

As Buyers Admin Assistant you will manage the administration around the product critical path, from initial buy to warehouse. This entails the set up and maintenance of all reporting and intake documents, forecasting at line/size level, ad hoc analysis as required and providing support to your Line Manager in all aspects of their role. You will be the key point of contact for suppliers as well as internal teams, in particular Buying, Branch Merchandising, Warehouse, Retail, Marketing and Online teams.

Maintain a large and accurate product database of stock file to ensure pricing, margins and products are accurate and are monitored and updated when necessary.

Supporting the buyer with brand and category range reviews.

• Liaising with cross functional teams.
• Carrying out comp shops/competitors’ analysis and reporting back to team.
• Working collaboratively with the team to get products loaded/uploaded on site in a timely manner.
• Creating KPI reports for the buying team as requested.
• Management of samples.
• Owning the database quality management process, carrying out spot checks and running reports to identify and rectify any pricing, product information or upload errors.
• Management and troubleshooting of any invoice discrepancies between our finance team and supplier to mitigate any margin erosion.
• Building strong relationships with external suppliers/brands as well as all internal teams.
• Accurately updating all price changes and product updates or discontinuations via our internal back-end system in a timely manner.
• Being proactive in liaising with suppliers to request price/SKU updates, ensuring prices are in line with agreed terms.
• Managing all SKU information on the range plan, ensuring all internal files and systems match back.
• Adding and updating products, brands and collections onto our internal back-end system in a timely manner, employing impeccable attention to detail in relation to all product information.
• Manage live purchase orders through the product life cycle.  Liaising with buyer to ensure product is delivered according to critical path.
• Ensuring delivery information is up to date and correct in all relevant systems and databases.
• Support buyers with weekly reports; sell thru etc.

What We Are Looking For

Ideally coming from a retail background (though not essential), you will have excellent communication skills, a proactive approach and the ability to plan and prioritise a number of tasks concurrently. An understanding of the general process of the buying cycle and stock management within retail would be beneficial as well as strong numerical, analytical and Microsoft Excel skills.