Admin Assistant

Job Description

Senior Buying Admin Assistant – Fine Jewellery & Kidswear – Department stores

We are seeking a proactive and detail‑oriented Senior Buying Admin Assistant to support our Buying team across Fine Jewellery and Kidswear within a prestigious, high‑end, multi‑brand department store environment.

This role plays a critical part in supporting the buying function by managing the end‑to‑end administrative and operational processes that drive sales and margin performance. The successful candidate will work closely with Buyers, Planning, Stores, and Suppliers to ensure accurate product data, smooth order execution, and strong in‑season performance.

Responsibilities

• Provide comprehensive administrative support across the buying cycle, anticipating team needs and ensuring smooth daily and weekly operations.
• Prepare and distribute buying, sales, and performance reports to Buyers, stores, and vendors.
• Support the creation of buy books, seasonal documents, and trend presentations.
• Conduct competitor price benchmarking and market analysis, sharing insights with the Buying team.
• Ensure accurate and timely product uploads across digital channels, monitoring copy, imagery, and product information.
• Maintain accurate product data, hierarchies, master files, and databases.
• Support purchase order preparation, including enrichment files (UDAs, HS codes, COO, etc.).
• Track order confirmations, resolve discrepancies with vendors, and follow up on deliveries in line with Buyer direction.
• Monitor intake and delivery schedules, proactively chasing stock to support trading requirements.
• Manage RTVs (Returns to Vendor) from initiation through to credit note completion.
• Support store queries, including customer special orders, damages, and supplier follow‑ups.
• Coordinate seasonal product training for store teams in collaboration with Buyers and brands.
• Track and manage supplier incentive schemes and support end‑of‑season reporting.

Qualifications

About You

• Bachelor’s degree in Business, Retail, Fashion, or a related discipline.
• Minimum 2+ years of experience in buying administration, merchandising, or planning within fashion or luxury retail.
• Exposure to Fine Jewellery, Kidswear, or premium multi‑brand fast spaced retail is highly desirable.
• Strong understanding of merchandising and retail financials.
• Advanced proficiency in Excel and MS Office.
• Highly organized, detail‑oriented, and able to work confidently in a fast‑paced environment.
• Strong communication and stakeholder management skills, with the ability to work cross‑functionally.
• Commercially aware, analytical, and proactive in identifying risks and opportunities.