Buying Admin Assistant

Al Tayer Insignia

About The Role

The Buying Administration Assistant will support the Luxury Brands Buying team by providing administrative support and contributing to the Buying process. This will be a key role to support the Buying team drive the performance against sales and margin targets, maximizing in-season opportunities and affecting future inventory.

What You ll Be Doing

Functional Roles and Responsibilities

Generally, support the buying department team in their daily and weekly tasks

Run periodic reports to share with Stores/Buyers

Support with the creation of product look books and seasonal trend presentation

Run competitor price analysis, shopping reports/benchmarking

Support in validating buy data for marketing team

Support buyers completing sizing during Market

Review Sales and propose replenishment re-orders for License Products

Ensure products are being uploaded by digital channels upon delivery, monitoring the accuracy of copy, product descriptions etc..

Support in organizing seasonal product training for stores, ensuring stock fulfilment

Ensure all necessary records, master files and databases are maintained accurately and updated in a timely manner

Support with the creation of enrichment files for PO Raising (including UDAs, HS codes, COO, etc..)

Maintain the product hierarchy; ensuring product data is accurate and consistent

Monitor the product flow for digital channels, solving digital rejections for missing information

Check supplier order confirmation details received are correct, support the Buyers to resolve any queries with the supplier and buying in a timely fashion

Communicate with brands for ready stock and pick up / delivery acceptance

Supporting delivery process through coordination between buyers and planning

Support Buyers to manage end of delivery window strategy (delay discount, request for cancellation )

Manage return to vendor requests (RTVs), ensuring effective communication to suppliers.

Customer Complaints & Damage Products Handling (B&M, Digital Channel and Warehouse)

Store Related Inquiries & Technical Advice on Product Damages

Department Specific

Run Weekly report such as, Trade Dashboard, Seasonal Sell-T, Best Sellers, Slow mover, etc

Analyze the never out of stock list, provided by Buyers, ensuring stores are well covered and propose reorders, taking in consideration production/delivery lead time.

Before Market

Prepare seasonal buying analysis

Ensure all needed assets are timely provided by the brand and saved in shared folder

Prepare a clean version of the buying files, ensuring sizing analysis is updated

During Market

Support Buyers to prepare working files from wishlists.

Helping buyers in sizing

Updated files for cancellations and change of codes.

Cooperate with buyers to prepare approvals presentation

Post Market

Support Buyer in order confirmation check and updating the relevant buy tools

Ensure enrichment files are prepared timely for PO loading, being active point of contact with the brand to solve any issue with the OC.

Ensure to attend Store visit periodically, collecting feedback and organizing them on weekly base.

Have a strong working knowledge of Business KPI s to act as Buying representative for Trade Meetings during buying periods.

Be able to attend cross functional Meeting during buyers absence. Being confident to contribute, ensuring business attitude.

Prepare Supplier Analysis reports to be sent on a monthly base.

Be the main point of contact for all the special customer requests, actively communicating with the brand for feasibility, and follow up on the full delivery process.

About You

• Minimum 2 years of buying merchandise / planning experience in luxury retail.
• Strong understanding of Merchandising financials.
• Advanced computer skills in Excel and MS Office.
• Numerate with strong analytical skills and financial acumen
• Excellent communication, organizational and problem-solving skills.
• Aptitude to function within deadlines, while working both independently and as part of a team.
• Ability to recognize, analyse and quantify market trends.
• Able to successfully manage and execute priorities in a timely manner within a fast-paced, high-growth environment.
• Demonstrate ability to build and foster productive working relationships with cross-functional teams and vendors.
• Product / brand orientation with good knowledge of fashion industry and benchmarks.
• Stakeholder management skills to build and maintain collaborative relationships with internal and external stakeholders and counterparts.
• Commercial skills with the ability to identify opportunities and potential business risks.