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

About the Role

We are looking for a highly organised, analytical and commercially minded Senior Buying Admin Assistant to join our Luxury Menswear Buying team.

This is a fast-paced, high-volume role supporting a multi-brand luxury menswear department store across multiple categories. You will play a key role in ensuring the Buying team operates efficiently by managing critical administrative processes, analysing commercial information, coordinating with suppliers and maintaining accurate product and order data.

The ideal candidate will have experience within Buying Administration, Merchandising Administration, preferably within luxury fashion, department stores or a multi-brand retail environment.

You will need to be highly organised, detail-oriented and comfortable managing multiple priorities simultaneously, while building strong relationships with Buyers, Planning, Stores, Operations, Finance, Digital, suppliers and other stakeholders.

Responsibilities

What You Will Do

• 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.
• Prepare and maintain regular sales, product, inventory and commercial reports for Buyers, stores and suppliers.
• Support the preparation of product buy books, seasonal presentations and pre-buy materials.
• Conduct competitor price analysis, shopping reports and market benchmarking, providing relevant insights to the Buying team.
• 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.
• 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.
• Coordinate Return to Vendor (RTV) processes, ensuring documentation, supplier communication and credit notes are completed accurately and on time.
• 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.
• Manage and track supplier incentive schemes and other departmental initiatives.
• Support market calendar scheduling, showing dates, locations and relevant buying activities.
• Work closely with Buying, Planning, Stores, Commercial, Digital, Warehouse, Logistics, Operations and Finance teams to ensure smooth execution of the buying process.
• Ensure all administration is completed accurately, efficiently and within agreed timelines.

Qualifications

What We're Looking For

• 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.
• 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.
• Bachelor's degree.

The Ideal Candidate

You are someone who thrives in a high-volume retail environment and enjoys being at the centre of a busy Buying function.

You are exceptionally organised, comfortable managing several priorities at once and have a strong eye for detail. You can work with large volumes of data and administrative information while maintaining accuracy and deadlines.

You are also a strong communicator who can confidently interact with Buyers, suppliers, stores and cross-functional teams, build relationships and follow issues through to resolution.

Most importantly, you are proactive, commercially aware and solutions-focused, with the ability to anticipate what the Buying team needs and keep multiple processes moving at the same time.

Key Skills

Buying Administration | Luxury Retail | Menswear | Multi-Brand Retail | Data & Analytics | Advanced Excel | Reporting | Supplier Coordination | Product Administration | Competitor Analysis | Organisation | Multitasking | Communication | Stakeholder Management | Problem Solving | Attention to Detail

Why Join us?

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.