Buyers Admin operations assistant

Mountain Warehouse; Greater London; On-site; GBP 23,000 - 30,000; Full time

Benefits offered by this job

Competitive salary

Holiday allowance

Staff discount

Job summary

Mountain Warehouse is seeking a Buyers Sample Assistant to support the Buying team in London. You will organise, track and prepare product samples for meetings, fit sessions and photoshoots, ensuring accurate documentation and timely presentation.

Based at our Victoria head office, you will manage the sample area, coordinate movement across the business, and contribute to smooth sample workflows with a practical, hands-on approach and strong organisational skills.

Qualifications

• Experience in sample management or showroom operations desirable.
• Strong organisational skills to manage multiple priorities in a fast-paced environment.
• Calm and efficient under pressure and tight deadlines.

Responsibilities

• Maintain and organise the sample cupboard, rails, and storage areas with clear labels and tidy spaces.
• Track all incoming and outgoing samples using internal systems and spreadsheets; log accurately and handle with care.
• Prepare and label samples for internal meetings, fit sessions and photoshoots, ensuring correct tagging and documentation.
• Manage sample product tagging and ensure samples are maintained to a high standard.
• Organise sample areas including the sample cave and lead clear-outs for sample sales or archive.
• Prepare samples for e-commerce photography and coordinate their return to storage.
• Support admin tasks: post deliveries, pulling samples for meetings, and ensuring production samples are ready for range reviews.

Skills

Organisational skills

Microsoft Excel

Microsoft Outlook

Attention to detail

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Office

Job description

As a Buyers Sample Assistant, you will play a key role in supporting the Buying team by ensuring that all product samples are organised, tracked, and prepared for meetings, fit sessions, and photoshoots. You’ll be responsible for maintaining a well-managed sample area, coordinating the movement of samples within the business, and ensuring accuracy in sample documentation. Your attention to detail and excellent organisational skills will help ensure products are presented correctly and on time.

Department

Buying

Location

London

This role is 5 days a week (Monday - Friday) at our London, Victoria head office.

Key Responsibilities

Sample Management

• Maintain and organise the sample cupboard, rails, and storage areas, ensuring the space is tidy, clearly labelled, and regularly reviewed.
• Track all incoming and outgoing samples using internal systems and spreadsheets, ensuring samples are logged accurately and handled with care.
• Prepare and label samples for internal meetings, fit sessions, range reviews where necessary.
• Manage sample product tagging, ensuring all samples are correctly labelled and maintained to a high standard.
• Understand the difference between proto , fit sample , PP and Shipment sample and ensure the correct sample is used for the relevant meeting
• Take ownership of filing and maintaining accurate sample documentation and records.
• Organise and maintain all sample areas, including the sample cave, ensuring efficient storage and accessibility.
• Lead seasonal and ongoing clear-outs, including boxing up samples for sample sale or archive.

Photoshoots & Web

• Prepare samples for e-commerce photography.
• Oversee the intake of samples to the studio and coordinate their return to the relevant storage area.
• Work closely with the Studio teams to ensure shoot samples are clearly identified and easily accessible.
• Keep internal trackers up to date with sample movement to ensure that the wider team has visibility on where samples

Fit Sessions

• Prepare samples for fit sessions, adding samples that need to be fitted to a rail for the team to review.
• After fit sessions, ensure samples are returned, repackaged, or stored as appropriate.

Admin & Organisation

• Manage incoming post and sample deliveries, ensuring timely distribution to the relevant team members.
• Support the buying team with day-to-day sample-related administrative tasks such as pulling samples for ad hoc meetings, diarised meetings, and samples needed for approvals.
• Prepare samples for meetings, ensuring all production samples needed are ready in the office prior to the relevant range review. in line with the buyer’s direction of order.

We Would Like To Meet Someone Who Is

• Experience in sample management, showroom operations, or a retail environment is desirable.
• Strong organisational skills with the ability to manage multiple sample priorities in a fast-paced environment.
• High attention to detail to ensure samples are always correctly handled, labelled, and presented.
• Confident using Microsoft Excel, Outlook, and other Microsoft Office applications.
• Comfortable with physical tasks such as unpacking deliveries, hanging samples, and maintaining storage areas.
• Proactive and hands-on, with a can-do attitude and willingness to support across the team.
• Calm and efficient when working under pressure or to tight deadlines.
• A collaborative team player who contributes positively to group goals while also demonstrating the ability to take ownership of individual tasks and work independently.

Benefits

• Competitive salary and benefits package
• Holiday allowance
• 50% staff discount & 25% for family and friends
• Pension scheme