Buyer's Admin Assistant

Summary

As Buyer's Admin Assistant you will play a crucial role in supporting the Product team by ensuring accuracy, reliability, and compliance across all administrative processes. This highly task-focused position is central to maintaining team efficiency and effectiveness through precise data input, internal system management, critical path management, supplier support and sample coordination. The BAA contributes indirectly to commercial outcomes by safeguarding the accuracy of product data, listings, and pricing, while also ensuring the technical assessment process runs smoothly and on time.

The role requires building strong working relationships with suppliers and internal teams. Through clear communication and professional collaboration, the BAA ensures processes run smoothly, deadlines are achieved, and information is shared clearly and on time. While not directly involved in commercial negotiations, the position develops influencing skills to meet deadlines and maintain processes that support the wider buying function effectively.

By providing essential administrative support, the BAA underpins the smooth operation of the buying function. The role ensures risks are raised promptly, processes remain accurate and compliant, and deadlines are consistently achieved. This position provides the opportunity to develop foundational knowledge of buying processes.

Key Tasks, Duties and Responsibilities

• Data Management: Maintain accurate and up-to-date product and pricing data across all internal systems.

• Critical Path Management: Support the buying process from initial brief through to product launch by monitoring and maintaining the critical path. Contribute to weekly meetings by keeping wider team up to date, highlighting any challenges & risks.

• Technical Assessments: Track and coordinate the technical assessment process, ensuring assessments, reports, certificate checks, and approvals are completed on time. Support with supplier communication and internal teams to resolve queries. Contribute to weekly meetings by keeping wider team up to date, highlighting any challenges & risks.

• Product Listings: Support the creation of market-leading product listings by utilising product knowledge and accurate data, working closely with the Buyer to ensure content is aligned to category & business requirements.

• Sample Coordination: Support the management, including movement and organisation, of samples, ensuring they are properly tracked, stored, and accessible at every stage of the process.

• System Management: Maintain system integrity by creating and updating SKUs, range plans, and other essential data points.

• Supplier Communication: Liaise with suppliers throughout the critical path process to capture required product data & design files, ensure timely delivery of order assets such as labelling, manuals, and packaging. Communication to be clear & direct.

• Inspection Reports: Review inspection reports, escalating any risks or issues promptly to ensure shipment dates are not compromised.

• Product Knowledge: Develop an in-depth knowledge of product ranges to support the product development process and strengthen cross-functional collaboration.

• Flexibility: Take on additional responsibilities as required, supporting the broader objectives of the Product team.

Team, Processes and Department Developments

• Manage processes meticulously and consistently look for ways to improve the buying operation.
• Develop knowledge of own role while building an understanding of related job functions within the wider team, including Merchandising.
• Work closely with colleagues across departments to ensure the smooth flow of processes and the product life cycle.
• Keep the team up to date with the outputs of all relevant processes, ensuring clarity and alignment.

Communication and Relationship Building

• Build effective and open relationships with all members of the Buying & Merchandising team and the wider business.
• Support strong, productive relationships between the buying function and other key areas, including Merchandising, Marketing, and Technical, to ensure shared goals are achieved.
• Develop and maintain strong relationships with suppliers, always representing the business professionally to ensure clear communication, collaboration, and outcomes that favour the company.
• Communicate effectively at all levels, both written and verbal, with an understanding of when and how to use the appropriate method.

Moreover, the successful assistant buyer candidate will…

• Thrives in a fast-paced and ever-changing environment, pro-actively seeking to understand the wider business environment in which our business operates.
• A passion for product & trade and a real desire to make a difference to the business.
• Confident and enthusiastic, with the ability to bring energy and pace to the buying and merchandising team.
• Always an ambassador for the business and brands.
• Can work in a timely manner, prioritise tasks and communicate to the department.
• Have good attention to detail and accuracy of work/data input.
• A "right first time" attitude.
• Enthusiasm for the Buying role and determination even when faced with setbacks