Buying Admin Assistant

The Role The primary purpose of the Buying Administrative Assistant is to provide efficient and effective administrative support to the Buying team. The role will help keep the buying process running smoothly by ensuring key Critical Path activities are completed on time, product and sample locations are accurately maintained, and departmental documents are kept up to date and readily accessible.

What You Will Be Doing Sample Management

• Prepare samples for weekly trade meetings and seasonal presentations, managing in a timely manner.
• Maintain the presentation of all product areas, including the product storage room at The Forge and sample storage at the Regent Street Store, ensuring the complete ranges are always available.
• Ensure the safe keeping of all development samples, mock ups and fabric by season, ensuring this is always readily available for the buyer/designer during range building.
• Ensure all product is labelled and packed for outfitting, still life and model shoots in accordance with shoot lists and critical deadlines.

Critical Path Management

• Set up and manage the supplier critical paths, maintaining up-to-date records of all items received and approved.
• Manage and lead weekly critical path team meetings, working closely with Merchandising Admin Assistant. Present a weekly update to the team, raising any issues and making suggestions to resolve them.
• Chase fit samples, development samples, photo samples, pre-production samples and shipment samples in accordance with the critical dates. Ensure, alongside the Technical team, all samples are measured, fitted and stored in a timely manner.
• Send a weekly critical path update to suppliers, highlighting all approvals and changes from the previous week.

Other Key Document Set-Up & Maintenance

• Produce best sellers and price architecture documents for the key range meetings.
• Set up and complete trim sheets by story after range review, for suppliers to follow for photo samples and bulk production ensuring a strong level of accuracy.
• Compile seasonal swatch books, to be used by the photography team for colour matching.
• Set up sample length, bulk fabric and trim approvals in the light box with the appropriate supporting fabrics and trims and present to buyer and tech.
• Set up bi-weekly web meetings, setting and agenda and following up on any actions that are needed.

Technical Duties

• Prepare samples for all fit meetings, communicating the fit list to the technical and buying team in advance of the session.
• Ensure merchandising team are aware of approvals and rejections so that they can take action.

Market Awareness

• Conduct regular comp shop trips to develop and maintain knowledge of the competitive market, and present relevant findings back to AB/JB.
• Monitor competitor’s price points and promotions, communicating any changes or activity back to the team.
• Provide weekly updates on competitors activity to feed into Monday trade

General Admin Duties

• Collect, open and handover all post in a timely manner.
• Arrange sending of all parcels and communicate AWB numbers to suppliers.
• Maintain department filing systems, accurately filing all CADs, strike-offs, handlooms, lab dips and knit downs.
• Manage emails and ensure all correspondence is acknowledged in a timely manner. Refer any issues to AB/JB where necessary.
• Arrange meetings, book meeting rooms and arrange access for visitors as required.
• Take notes in all attended meetings, and ensure minutes are distributed promptly.
• Check all photography is correct via the EC2i web portal and communicate re-pro comments to the photography team.
• Conduct web checks at their time of launch. Checking regularly to ensure the customer journey is smooth and all information correct – communicating any changes to the web team.
• Complete book checks in line with given deadlines, and feedback on any required changes.

What We Are Looking For

• Degree or qualification in Buying or similar discipline
• Excellent knowledge of Microsoft programmes e.g. Word, Excel, PowerPoint & Outlook.
• Basic knowledge of the buying and product cycles.
• Basic technical knowledge of garment make is preferred but not required.
• Professionalism in all aspects of the role, ensuring behaviour reflects company values.
• Excellent organisational and time management skills.
• Excellent communication skills and the ability to initiate and build strong relationships …