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

Overview

Senior Buying Admin Assistant

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.
• 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.

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.