Senior Buying Admin Assistant - Mens Multi Brands Luxury Fashion - Department Stores

Role Overview

Senior Buying Admin Assistant - Mens Multi Brands Luxury Fashion - Department Stores at Al Tayer Group. This is a fast-paced, high-volume role supporting a multi-brand luxury menswear department store across multiple categories.

Role Purpose

Provide comprehensive administrative support to the Luxury Menswear Buying team throughout the buying cycle, ensuring efficient operations by managing critical administrative processes, analysing commercial information, coordinating with suppliers and maintaining accurate product and order data.

Key Responsibilities

Administrative Support

• Provide comprehensive administrative support to the Luxury Menswear Buying team throughout the buying cycle.
• Anticipate the administrative needs of Buyers and proactively support daily and weekly activities.
• Ensure all administration is completed accurately, efficiently and within agreed timelines.

Reporting & Analysis

• Prepare and maintain regular sales, product, inventory and commercial reports for Buyers, stores and suppliers.
• Conduct competitor price analysis, shopping reports and market benchmarking, providing relevant insights to the Buying team.

Product & Content Management

• Maintain accurate product master data, databases, records and product hierarchies.
• Coordinate product information and ensure accuracy of product descriptions, imagery and other digital content.
• Support the creation and maintenance of enrichment files required for purchase order creation.
• Support the preparation of product buy books, seasonal presentations and pre-buy materials.

Order & Delivery Management

• Monitor and follow up on Order Confirmations, identifying discrepancies and coordinating with suppliers to resolve issues.
• Track delivery windows and proactively follow up with suppliers on outstanding and delayed deliveries.
• Communicate delivery issues to Buyers and support appropriate supplier follow-up and resolution.

Returns & Vendor Management

• Coordinate Return to Vendor (RTV) processes, ensuring documentation, supplier communication and credit notes are completed accurately and on time.
• Manage and track supplier incentive schemes and other departmental initiatives.

Stakeholder Coordination

• Work closely with Buying, Planning, Stores, Commercial, Digital, Warehouse, Logistics, Operations and Finance teams to ensure smooth execution of the buying process.
• Respond to and coordinate store-related product enquiries, including customer special orders and product-related issues.
• Support the organisation of seasonal product training for stores.

Planning & Scheduling

• Support market calendar scheduling, showing dates, locations and relevant buying activities.

Qualifications & Experience

• 2+ years' experience in Buying Administration, Merchandising Administration, Planning or a similar role within fashion/luxury retail.
• Experience working within luxury fashion, department stores or multi-brand retail is highly preferred.
• Exposure to Luxury Menswear and/or multiple product categories would be advantageous.
• Bachelor's degree.

Skills & Competencies

• Strong administrative and organisational skills, with excellent attention to detail.
• Strong analytical and numerical skills, with the ability to work confidently with reports, data and commercial information.
• Advanced Excel and MS Office skills.
• Ability to work effectively in a fast-paced, high-volume environment with multiple priorities and deadlines.
• Highly organised with excellent follow-through and the ability to multitask.
• Strong communication and interpersonal skills, with confidence working across multiple stakeholder groups.
• Proactive approach with the ability to anticipate requirements rather than simply respond to requests.
• Strong problem-solving skills and the ability to identify discrepancies, investigate issues and drive resolution.
• Ability to work independently while also being an effective team player.
• Strong stakeholder-management skills and the ability to build productive relationships with Buyers, suppliers and cross-functional teams.
• Good understanding of the fashion/luxury industry, brands and market benchmarks.
• Excellent written and spoken English.

Additional Information

• Join a dynamic luxury retail environment where you will work closely with leading international brands and experienced Buying teams, gaining exposure to the complete buying cycle across a diverse multi-brand menswear portfolio.