Admin Assistant

Job Description

Merchandise Admin Assistant

The Merchandising Administration Assistant will support the 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.

Responsibilities

Functional Roles and Responsibilities

• Ensuring all necessary records, files and databases are maintained accurately and updated in a timely manner.
• Creating new items, and purchase orders and maintaining cost and retail price changes.
• Ensuring timely entering of all seasonal orders, to meet requested deadlines. In addition, checking and providing overviews/ summaries of all orders placed.
• Validating of order confirmations against invoices and orders.
• Maintain the product hierarchy; ensuring product data is accurate and consistent.
• Create the master file ensuring accurate and correct data enrichment.
• Ensure supplier setup is complete including estimated landed costs.
• Provide finance department with details for drafting letters of credit and submit for supplier approval.
• Check all supplier order confirmation details received are correct, support the Buyers to resolve any queries with the supplier, buying and finance in a timely fashion to adhere to any supplier deadlines.
• Manage all aspects relating to the shipments and logistical processing.
• Manage return to vendor requests (RTV’s), ensuring effective communication to suppliers.
• Produce weekly % shipped report. Ensure PO shipment trackers are maintained, delivery dates managed and deviances are escalated to buyers and planners. Highlight any possible risks and reasons for delays.
• Coordinate shipments with suppliers and Al Tayer logistics to ensure timely deliveries.
• Track and manage special orders and customer requests.
• Update delivery schedule and communicate to the buyers and planners on a weekly basis.

Qualifications

Education/Certification and Continued Education

• A Bachelor’s degree in any related field is a requirement.

Years of Experience

• Minimum 2 years of buying merchandise / planning experience in fashion/luxury retail.

Knowledge and Skills

• 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, analyze and quantify market trends.
• Ability to work independently and proactively, with excellent attention to detail.
• 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.

Languages

• Proficient in the English Language.

Additional Requirements

• 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.