Buying Admin Assistant

Debenhams Retail; City of Westminster; On-site; GBP 21,000 - 32,000; Full time

Job summary

Debenhams Group is seeking a Buying Admin Assistant to support the buying team with sample management and organised processes. You will communicate with suppliers to keep orders on track and assist in managing the critical path with the Assistant Buyer / Buyer.

The role covers trade updates, supplier coordination, and ensuring accuracy of product descriptions and samples, across fast-paced fashion brands within the Debenhams Group. Join us to shape modern luxury retail.

Qualifications

• Experience supporting the buying team and coordinating samples.
• Strong communication with suppliers to keep orders on track.
• Ability to manage the critical path with the Assistant Buyer/Buyer.

Responsibilities

• Support trade meetings with supplier updates and competitive insights.
• Chase suppliers and ensure fit & production samples arrive on time.
• Organise and check samples for fit sessions and correct codes.
• Check on-site category descriptions for accuracy and spelling.
• Assist in sample organisation for weekly sign-off and rack ups.
• Monitor supplier delivery terms and PO amendments in Sage.
• Contribute to daily sales reporting and range monitoring.
• Assist in product development and tracker updates.
• Demonstrate strong fitting knowledge and awareness of trends.

Skills

Excellent communication skills

Highly organised

Attention to detail

Deadline prioritisation

Tools

Sage

Job description

As a Buying Admin Assistant you'll be responsible for supporting the buying team by ensuring sample management is kept on top of and organised effectively. You'll communicate regularly with suppliers to ensure orders are fulfilled in a timely manner, including any amendments that are necessary. You will manage the critical path set out by your department with the support of your Assistant Buyer / Buyer.

WHAT YOU'LL BE DOING

Trade:

• Holds weekly Optimum Positioning Opportunities (OPO) meetings alongside Assistant Buyer, Assistant Merchandiser and MAA.
• Updates Buyer with supplier and critical path updates.
• Carries out weekly comp shops to highlight competitors pricing, shape or colour messages and suggests actions.
• Understands the departments' best and worst sellers. Has a general understanding of the wider brand's performance.

Order Maintenance:

• Supports the AB with chasing suppliers and making sure all fit & production samples come in on time, ensuring delivery dates are met.
• Manages samples for the studio by making sure all production samples are approved and sent on the same day.
• Attends and contributes in fit sessions. All samples must be ready and in the correct order with correct codes.
• Checks own categories on site daily to ensure no spelling mistakes and accurate descriptions.
• Supports team to organise samples for weekly sign off and rack ups.

Sample Management:

• Check production samples and approves them ready to be sent to the studio.
• Clears and organises the sample room on a regular basis to keep on top of samples and general up keep of the office.
• Organises and distributes post where necessary.

Supplier Management:

• Regularly calls suppliers to discuss delivery dates and to chase samples to ensure that fit and production samples are in and approved to meet the delivery date on the critical path.
• Attends supplier meetings with Buyer / AB to understand how to negotiate price and delivery dates.
• Understands supplier delivery terms such as FOB (Freight On Board)

Sage:

• Has a good understanding of Sage and able to make relevant amendments using Sage.
• Able to amend Purchase Orders (PO) and find supplier information in the PO.

Reports:

• Contributes towards trade meetings with best and worst seller performance information.
• Has a basic understanding of the range monitor and where to find territory sales.
• Monitors unpublished stock report.
• Sends the Daily Sales Report to buyers each day.

Product Development:

• Assists in product development and chases samples using the Development tracker.

Fits:

• Has a basic knowledge of fitting & technical terminology, and how to measure garments.
• Excellent commercial awareness. Able to recognise future trends.
• Ability to prioritise multiple deadlines and manage time effectively.
• Great communication skills.
• Natural planner and highly organised.
• Can think about the bigger picture, as well as the small details.
• Thrives in a fast paced environment and able to adapt to situations

Where Timeless Luxury Meets Modern Elegance

Born from a bold vision in 1981, Karen Millen began with just £100 and a passion for perfecting the classic white shirt. That same commitment to impeccable style, quality, and craftsmanship lives on today.

Karen Millen is now a renowned premium womenswear brand, celebrated for flattering fits, meticulous design, and a dedication to detail that sets us apart. From elevated everyday essentials to timeless investment pieces, every piece is thoughtfully created for the modern woman, combining sophisticated design with enduring quality.

Join us in shaping the future of fashion with a brand built on heritage, innovation, and exceptional design., At Debenhams Group, we are a diverse portfolio of five core brands (boohoo, boohooMAN, PrettyLittleThing, Karen Millen, and Debenhams) alongside a dynamic marketplace model and a growing financial services division, it keeps us pretty busy!

We don't stand still - we lead, evolve, and redefine online fashion. With bold ambitions and big energy, we're on a mission to be the best, delivering the strongest propositions to our customers in the most engaging, innovative, and efficient ways possible.

We thrive on change, innovation, and pace. Every challenge is an opportunity, and every day is a chance to push boundaries. If you're someone who embraces the unknown, thrives in a fast-moving, high-growth environment, and is ready to shape the future of retail, you'll love it here. We want visionaries, disruptors, and doers, people who bring fresh thinking, relentless energy, and the drive to make an impact.