Buying Assistant

Key Responsibilities

Stock Planning

• Monitor stock levels across products and locations, flagging shortages, excess and slow-moving items.
• Prepare replenishment proposals based on sales history, forecasts, seasonality and supplier lead times.
• Maintain reorder points, safety stock levels and minimum order quantities in the management system.
• Support the preparation of seasonal buying plans and collection launches in cooperation with the Sales and Product teams.
• Track forecast accuracy and stock availability, and highlight risks to service levels before they occur.
• Support stock counts and the investigation and resolution of stock discrepancies with the warehouse.

Purchase Order Management

• Enter, monitor and update purchase orders in the company's management system (Oracle NetSuite).
• Confirm order acknowledgements, prices, quantities and delivery dates with suppliers.

Shipment Monitoring and Logistics

• Track domestic and international shipments, manage delays and resolve logistics issues.
• Coordinate with suppliers and carriers to ensure delivery deadlines are met.
• Keep incoming stock information accurate and up to date for Sales, Customer Service and the warehouse.

Administrative Support

• Review purchase orders, invoices and contracts in cooperation with the Accounting Department, including three-way matching of order, receipt and invoice.

Documentation

• Manage and file purchasing and shipping documentation, electronically and in hard copy, including delivery notes, customs documents and packing lists.

Reporting

• Prepare and update reports on purchase orders, open orders, deliveries, stock levels, stock coverage and shipping costs.

Supplier Communication

• Follow up on order status and expected delivery times, escalating risks early.

Requirements

• Diploma or degree, preferably in Business Administration, Logistics, Economics or a related field.

AND/OR

• At least 3 years of experience in purchasing, stock planning, logistics or administrative roles.
• Hands-on experience with stock planning or replenishment is a strong advantage.
• Advanced Excel (pivot tables, lookups, data analysis) and solid MS Office skills.
• ERP experience required; Oracle NetSuite is an advantage.
• Good written and spoken English; the role works daily with international suppliers and group companies.
• Knowledge of Incoterms and customs documentation is an advantage.
• Strong organisation and priority management, accuracy, attention to detail and a practical approach to problem solving.