Buyer Administrator

Job description

Job Requirements

To provide high quality and efficient administrative support to the Buying Team including PO writing, Flow of goods, Vendor meetings and support, create and run department reports, sample coordination and any other ad hoc duties.

This role is a 9 months interim position.

Responsibilities

Purchase orders:

o  Create, review and transmit purchase orders (POs) in an accurate and timely manner

o  Track all POs for status & visibility, managing POs throughout the supply chain and updating / partnering with Buyers / Merchandising regularly – updating systems where necessary

o  Partner with your department analyst to ensure department priorities are met

o  Working closely with the operational teams to ensure purchase order amendments are closely managed from start to finish

o  Ensuring all amendments (Dates changes, Class / Cat, Cost and Retail) are actioned and updating Buying and Merch teams 

o  Proactively cross checking R1 V R2 Retail changes

o  Owning visibility of PO flow and assist with necessary extensions and/or cancellations – keeping buying team updated

o   Actioning documentation for Retail & Cost amendment forms and obtain the required approvals

o  Logistics vendor support

• To build strong relationship with all contacts in the business for the BA role (VMF, Logistics, BWS, Finance, IT, Merchandising, Marketing, Workplace)

Buyer support:

o  Manage new vendor set up, collating all vendor details, and send necessary manuals to vendor

o  Assist Buyers with their Monday routine and anything they need for their week in the market 

o  Coordinate, prepare and anticipate all necessary needs / information (pre and post) for internal and vendor meetings, including room bookings, reporting, trend reports / mood boards

o  Deliver special projects as assigned or directed throughout the week based on Buyer’s needs

o  Attend vendor visits alongside buyers to build and maintain vendor relationships, developing a strong understanding of the buyers role

o  Partner with Buyers and Merchandising on visits to our stores / comp shops to stay in tune with direction of the department and deliver insight/findings to buyers partnering with business partner

Sample coordination:

o  General office maintenance, ensuring department is kept tidy by coordinating all samples are controlled in an effective and timely manner

o  Owning department sample area, recycling the space as new samples come through by managing the samples ‘out’ process for department (Charity / Sample sale / Back to vendor)

o  Arrange samples for marketing, Ensuring Marketing samples are tracked in and out

o  Liaise with vendors to ensure timely and appropriate delivery of samples

o  Tracking receipt of samples, location and maintain sample log

o  Assist in sample sales when necessary

Strategy/Style out preparation/Buying meetings

o  Partner with MMA for smooth operation from start to finish

o  Request samples from vendors, ensure samples are received, tracked and returned in a timely manner

o  Partner with AA on department to collate information and print reporting for strategy packs and presentations

o  Responsible for set up and pack down of samples

o  Arranging tables, grids, rails and any ad-hoc requests from buyers

Buying Operations Support

• Champion the team across the business / Be an ambassador for your team and encourage upskilling across the team
• Cross functional support – be able to support other teams
• Train and upskill new starters to the required standard to maintain the level of service required by Buying Operations
• Be flexible to change GMs within Buying Operations to fulfil business needs/personal development

Key Skills, Knowledge & Experience

Essential

• Educated to a minimum of GCSE standard
• Able to self-manage daily tasks with a number of constantly changing priorities and multitask in a high volume and fast paced environment while maintaining a positive and professional demeanour
• Proven PowerPoint, Word, Excel experience
• A genuine interest in retail
• Independent, able to work effectively without close supervision
• Committed, reliable with Excellent attention to detail
• Excellent communication skills, both verbal and written
• Ability to form and maintain relationships with people on all levels
• Proactive, efficient and able to work to deadlines
• Fluent in Spanish and English languages both written and spoken

Core Behaviours

• Acts with Integrity
• Understands their role and its impact on their business area
• Understands the impact of own actions and behaviours on colleagues
• Calm under pressure
• Demonstrates a “can-do” attitude
• Good Team Player
• Resilient

Please send your CV in English.