Merchandise Admin Assistant

Role Overview

Merchandise Admin Assistant at Al Tayer Group, Dubai, UAE. Support the merchandising and buying function by maintaining accurate records, processing orders, coordinating supplier relationships, and tracking shipments to ensure timely delivery and financial accuracy across the fashion/luxury retail portfolio.

Key Responsibilities

Records & Data Management

• Maintain all necessary records, files, and databases accurately and updated in a timely manner.
• Create new items, purchase orders, and maintain cost and retail price changes.
• Maintain the product hierarchy, ensuring product data is accurate and consistent.
• Create the master file ensuring accurate and correct data enrichment.

Order Processing & Validation

• Enter all seasonal orders timely to meet requested deadlines; check and provide overviews and summaries of all orders placed.
• Validate order confirmations against invoices and orders.
• Check all supplier order confirmation details received are correct; support buyers to resolve queries with the supplier, buying, and finance in a timely fashion to adhere to supplier deadlines.
• Track and manage special orders and customer requests.

Supplier Management

• Ensure supplier setup is complete including estimated landed costs.
• Provide finance department with details for drafting letters of credit and submit for supplier approval.
• Manage return to vendor requests (RTVs), ensuring effective communication to suppliers.
• Coordinate shipments with suppliers and Al Tayer logistics to ensure timely deliveries.

Shipment & Logistics

• Manage all aspects relating to shipments and logistical processing.
• Produce weekly percentage shipped reports; maintain PO shipment trackers, manage delivery dates, and escalate deviations to buyers and planners; highlight any possible risks and reasons for delays.
• Update delivery schedule and communicate to buyers and planners on a weekly basis.

Qualifications & Experience

• Bachelor's degree in any related field.
• Minimum 2 years of buying merchandise or planning experience in fashion or luxury retail.

Skills & Competencies

• 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 independently and as part of a team.
• Ability to recognize, analyze, and quantify market trends.
• Work independently and proactively with excellent attention to detail.
• Successfully manage and execute priorities in a timely manner within a fast-paced, high-growth environment.
• Build and foster productive working relationships with cross-functional teams and vendors.
• Product and 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.
• Proficient in English.