Buyer's Admin Assistant- Softs, Wovens & Jersey

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 escalate 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.