Buying Administrative Assistant

Role Overview

As a Buying Administrative Assistant, you will provide essential operational and administrative support throughout the product development, approval and launch process, helping ensure products progress accurately and on time from initial development through to launch.

Key Responsibilities

1. Critical Path & Product Lifecycle Management

• Monitor and maintain the department's product critical path, ensuring key milestones, actions and launch deadlines are accurately tracked.
• Regularly follow up outstanding actions with relevant internal teams and suppliers to keep products progressing according to schedule.
• Maintain clear and up-to-date information on the status of products throughout the development and launch process.
• Proactively identify delays, missing information, dependencies or potential risks that could affect product delivery or launch.
• Escalate significant risks or delays to the Assistant Merchandiser, Merchandiser, Buyer or other appropriate stakeholder.
• Support the wider team in ensuring agreed seasonal and product launch deadlines are achieved.

2. Product Samples & Approval Coordination

• Coordinate the product sample and approval process in collaboration with Buyers, Designers and other relevant stakeholders.
• Track product samples through each stage of development and approval, ensuring feedback and required actions are followed up promptly.
• Liaise with suppliers and production teams to ensure products are manufactured and personalised according to agreed specifications.
• Coordinate the movement and availability of samples required for review, approval, photography and other business requirements.
• Ensure approved products and relevant information are handed over to the Photography and Copy teams within required timelines.
• Maintain clear records of sample status, approvals and outstanding actions.
• Ensure physical samples are appropriately stored, labelled and easily accessible when required.

3. Product Data & Website Accuracy

• Create, maintain and update accurate product information and attributes within relevant internal systems.
• Ensure required product information is complete and available ahead of agreed launch dates.
• Support the setup and maintenance of product information required for the website.
• Review product data for accuracy, completeness and consistency before launch.
• Identify and correct data discrepancies or escalate issues where further input is required.
• Help ensure customers receive accurate product, personalisation and related information online.

4. Costing & Merchandising Administration

• Complete key merchandising administration, including FOB costing and associated product information.
• Maintain accurate records of product costs and other required merchandising information.
• Ensure documentation and system records are completed within agreed deadlines.
• Check information carefully to minimise errors that could affect costing, product setup, reporting or launch readiness.
• Provide accurate and timely administrative support to the Assistant Merchandiser, Merchandiser and wider Buying & Merchandising team.

5. Trade & Commercial Support

• Gather, prepare and maintain relevant sales and trading information for weekly commercial discussions.
• Support the preparation of reports and information required for trade meetings.
• Participate in regular trade meetings to develop an understanding of sales performance, stock, product trends and commercial priorities.
• Ensure information provided to the merchandising team is accurate, complete and available within required timelines.
• Develop an understanding of how individual products and categories are performing and the factors influencing performance.
• Highlight relevant observations, risks or opportunities identified through the information being prepared.

6. Cross-Functional & Supplier Coordination

• Work closely with Buying, Merchandising, Design, Photography, Copy and other relevant teams to support successful product launches.
• Maintain clear and timely communication with suppliers regarding samples, approvals, product information and outstanding actions.
• Follow up proactively rather than waiting for deadlines to be missed.
• Ensure relevant stakeholders are kept informed when issues could affect product development or launch timelines.
• Build positive and effective working relationships across internal teams and external suppliers.

7. Process Improvement & Ownership

• Take ownership of assigned merchandising administration activities from start to completion.
• Proactively identify recurring errors, delays or inefficient processes and raise opportunities for improvement.
• Maintain organised and accurate records to support effective handovers and business continuity.
• Identify opportunities to simplify or automate repetitive administrative activities where appropriate.
• Develop increasing knowledge of the wider merchandising process and take greater responsibility as experience and capability develop.

Skills & Experience

Essential

• Previous experience in an administrative, merchandising, buying, product, retail or E-commerce support role is advantageous.
• Excellent organisational skills with the ability to manage multiple products, tasks and deadlines simultaneously.
• Strong attention to detail and commitment to accuracy.
• Good numerical skills and confidence working with product and costing information.
• Strong written and verbal communication skills.
• Ability to follow up actions proactively and escalate risks appropriately.
• Strong time-management and prioritisation skills.
• Good working knowledge of Microsoft Excel / Google Sheets.
• Comfortable working across multiple systems and maintaining accurate data.
• Ability to work independently while collaborating effectively across teams.
• Proactive approach with a willingness to ask questions and take ownership of assigned responsibilities.

Desirable

• Previous experience within E-commerce, retail, merchandising, buying or consumer products.
• Experience working with a product critical path.
• Experience coordinating product samples or supplier communication.
• Understanding of FOB costing and basic merchandising terminology.
• Experience maintaining product information for an E-commerce website.
• Experience supporting product launches.
• Exposure to sales or trade reporting.