Job Title: Buyer's Admin Assistant- softs wovens & jersey

Reports to: Assistant Buyer

Contract: Permanent

Hours: Full-time (Hybrid)

Location: Head Office, Shepherd's Bush

Working Pattern: Monday–Thursday in the office, Friday working from home (9:00am–5:00pm)

Role

  • The Buyer's Admin supports the Buying team with the day-to-day administration of the buying process, ensuring products progress smoothly from development through to delivery.

  • The role is responsible for maintaining accurate systems, managing purchase orders and samples, monitoring critical paths, and communicating effectively with suppliers and internal departments to ensure deadlines are met.

  • Success in this role requires excellent organisation, accuracy, commercial awareness, and a passion for fashion.

Key Responsibilities

Buying Administration

  • Provide day-to-day administrative support to the Assistant Buyer and wider Buying team.
  • Raise purchase orders (POs) accurately and promptly.
  • Maintain PO trackers and all internal systems with accurate and up-to-date information.
  • Track purchase orders to ensure timely delivery and support stock flow.
  • Manage and update relevant buying documents and reports.

Critical Path Management

  • Maintain and monitor the Critical Path (CP) for all product areas.
  • Communicate regularly with suppliers to ensure key deadlines are achieved.
  • Identify and escalate potential delivery risks to the wider Buying team.
  • Participate in regular Critical Path calls to build strong supplier relationships.

Sample Management

  • Organise, prepare and track samples for: Live shopping events, press requests, E-commerce and marketing shoots.
  • Arrange couriers for incoming and outgoing samples.
  • Ensure samples are available when required and returned promptly.

Product Development Support

  • Own the approvals process, following up with the Assistant Buyer to ensure approvals are completed within deadlines.
  • Prepare fit lists ahead of fit sessions.
  • Maintain an organised fit room.
  • Assist with product sign-offs and picture packs.

Trading & Commercial Support

  • Support Monday trade meetings by preparing reports on best and worst-performing products.
  • Assist in trade preparation and performance analysis.
  • Carry out online comparative shopping and competitor research to maintain awareness of market trends.
  • Prepare documents and picture packs for monthly assortment reviews and product sign-offs.

Communication & Collaboration

  • Work closely with Design, Marketing, E-commerce and Customer Services to ensure clear and accurate communication.
  • Build positive working relationships with suppliers and internal stakeholders.
  • Share updates regarding delivery timelines, risks and approvals.

General Administration

  • Open and distribute incoming post daily.
  • Complete additional administrative and ad hoc tasks as required.

Knowledge, Skills & Experience

Essential Skills

  • Excellent organisational and time management skills.
  • Strong administrative ability with exceptional attention to detail.
  • Ability to prioritise multiple tasks in a fast-paced environment.
  • Excellent written and verbal communication skills.
  • Strong interpersonal skills with the ability to build relationships internally and externally.
  • Ability to work independently and use initiative.
  • Strong team player who collaborates effectively across departments.
  • Commercial awareness and interest in fashion retail.
  • Good PC skills, including Microsoft Excel.
  • Passion for clothing and fashion.

Personal Attributes

  • Highly organised and proactive.
  • Accurate and methodical in approach.
  • Reliable with excellent timekeeping.
  • Flexible and willing to support the wider team.
  • Positive attitude with a willingness to learn.
  • Comfortable working under pressure and meeting deadlines.
  • Enthusiastic about fashion trends, products and the customer.