Buying Administrative Assistant

Job Description: Level Up Talent Solutions is looking for a Buying Administrative Assistant to provide operational and administrative support throughout the product development, approval, and launch process. The role will help ensure products progress accurately and on schedule by maintaining critical paths, coordinating samples and approvals, managing product and costing information, and supporting sales and trade reporting.

The role will work closely with Buying, Merchandising, Design, Photography, Copy, suppliers, and production teams to ensure product milestones are achieved, information remains accurate, and products are ready for launch within agreed timelines.

Key Responsibilities

Critical Path & Product Lifecycle Monitor and maintain product critical paths, milestones, actions, and launch deadlines. Follow up with internal teams and suppliers on outstanding actions. Maintain accurate and updated product status throughout development and launch. Identify and escalate delays, missing information, dependencies, and potential risks.

Product Samples & Approval Coordinate product samples and approval activities with Buyers, Designers, and relevant teams. Track samples, feedback, approvals, and outstanding actions. Coordinate with suppliers and production teams to ensure products meet specifications. Manage sample movement, storage, labeling, and availability for reviews and other requirements.

Product Data & Website Accuracy Create, maintain, and update product information and attributes in relevant systems. Ensure product information is complete and accurate before launch. Support website product setup and maintenance. Identify and correct data discrepancies and ensure accurate product and personalization information.

Costing & Merchandising Administration Support merchandising administration, including FOB costing and product information. Maintain accurate product cost and merchandising records. Ensure documentation and system records are completed on time. Provide administrative support to the Assistant Merchandiser, Merchandiser, and Buying & Merchandising team.

Trade & Commercial Support Gather and prepare sales and trading information for commercial discussions. Support reports and information required for trade meetings. Monitor product and category performance and identify relevant risks or opportunities. Ensure commercial information is accurate and submitted within required timelines.

Cross-Functional & Supplier Coordination Collaborate with Buying, Merchandising, Design, Photography, Copy, suppliers, and other relevant teams. Maintain clear communication regarding samples, approvals, product information, and outstanding actions. Proactively follow up on deadlines and keep stakeholders informed of potential issues.

Build effective working relationships with internal teams and external suppliers. Process Improvement Take ownership of assigned administrative and merchandising activities. Identify recurring errors, delays, and inefficient processes. Maintain organized records to support effective handovers and business continuity. Recommend opportunities to simplify or improve administrative processes.

Requirements

Experience in administration, merchandising, buying, product, retail, or e-commerce support is an advantage. Strong organizational skills with the ability to manage multiple products, tasks, and deadlines. Excellent attention to detail and accuracy. Good numerical skills and confidence working with product and costing information.

Strong written and verbal communication skills. Proactive in following up actions and escalating risks. Strong time-management and prioritization skills. Proficient in Microsoft Excel / Google Sheets. Comfortable working across multiple systems and maintaining accurate data. Able to work independently while collaborating effectively with different teams.

Previous experience in e-commerce, retail, merchandising, buying, or consumer products is an advantage. Experience with product critical paths, product samples, supplier coordination, FOB costing, product launches, or trade reporting is a plus.