Buying Admin Assistant

ME AND EM; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a Buying Admin Assistant to join their dynamic team in London. This role is pivotal in ensuring smooth purchase order management and sample coordination, working closely with suppliers and internal teams. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks in a fast-paced environment. With a strong focus on teamwork and communication, this position offers an exciting opportunity to contribute to the growth of a luxury fashion brand known for its innovative approach and commitment to quality. Join a vibrant team that values creativity and hard work while enjoying a range of employee benefits.

Benefits

33 days annual leave

Birthday off

Pension Scheme

Group Life Insurance

Employee Assistance Programme

Length of Service Award

Refer a Friend Scheme

Staff uniform

Staff discounts

Annual Volunteer Day

Qualifications

• Highly organized and detail-oriented with strong multitasking abilities.
• Proficient in Microsoft Excel and effective in managing interns.

Responsibilities

• Manage purchase orders and ensure timely information gathering.
• Oversee sample management and support pre-production processes.

Skills

Organizational Skills

Attention to Detail

Effective Communication

Microsoft Excel

Problem-Solving

Intern Management

Team Player

Tools

Elucid Software

Tracking Systems

Job description

Job Title: Buying (Admin) Assistant Role

Reporting to: Assistant Buyer

Location: Head Office, White City Place, West London

Contract Type: Full time, 37.5 hours per week

About Us:

ME+EM is one of the UK's fastest-growing luxury fashion brands. As a direct-to-consumer business, we operate in a truly omnichannel way, with an online store, monthly mailings, and stores in London, Edinburgh, and concessions in Harrods and Selfridges. Our growth continues with the opening of our first US stores in spring 2024.

We are an entrepreneurial, creative, and passionate team. We work hard, are enthusiastic to learn, and embrace risks. Everyone contributes to our success, making our team environment rewarding.

Our office and stores are busy and fast-paced, but we ensure a fun atmosphere with social activities and biannual parties. We pride ourselves on being approachable, supportive, and welcoming, rewarding everyone's hard work. We are always open to new talent to contribute to our growth.

About the Role:

We seek a highly organized and detail-oriented Buying Admin Assistant focused on Jersey. This role supports purchase order management, sample coordination, and pre-production processes, working closely with suppliers, internal teams, and an intern to ensure smooth workflows from product development to production.

Job Responsibilities:

Purchase Order Management

• Accurately raise POs according to the critical path, ensuring all necessary information (size breakdown, cost, barcodes, etc.) is gathered timely.
• Amend POs to reflect changes during the product process.
• Update and cross-reference the barcode sheet daily and send it to Trimco weekly.

Sample Management

• Manage the Intern in sample tracking and meeting preparation (proto meetings, fit sessions).
• Support pulling bulk samples, fabrics, and yarns for design, technical, and retouching teams.
• Oversee sample housekeeping, including archiving and sale preparation.
• Create and manage press and photo sample trackers, logging requests and returns.
• Update CP/Fit lists and tracking documents with supplier tracking numbers.

Pre-Production & Shoot Sample Management

• Supervise the Intern in pre-production sample prep.
• Handover styles for the monthly pre-production process.
• Assist in pre-production meetings, creating contact sheets.
• Send PDFs of intake boards to the shoot team.
• Oversee packing samples for off-site shoots.
• Keep the Twenty Twenty tracker updated monthly.

Additional Tasks

• Enter product info (measurements, wash care, compositions) into launch documents.
• Create/upload documents to Elucid for US customs clearance.
• Gather HS codes from suppliers and AAB.
• Oversee DHL/courier operations and support the Intern with post handling.
• Manage filing and documentation.
• Support AB in updating fit list and critical path.
• Maintain office/studio tidiness daily.
• Build relationships with head office, store, warehouse teams, and suppliers.

Skills:

• Strong organizational skills managing multiple tasks and deadlines.
• Attention to detail in PO, tracking, and documentation.
• Effective intern management and support.
• Excellent communication with suppliers and internal teams.
• Proficiency in Microsoft Excel, Elucid software, and tracking systems.
• Problem-solving abilities for product management and logistics challenges.
• Ability to work in a fast-paced environment with high accuracy standards.
• Team player capable of building cross-department and external relationships.

Employee Benefits:

• 33 days annual leave (25 days + 8 bank holidays)
• A day off for your birthday
• Pension Scheme
• Group Life Insurance
• Employee Assistance Programme (EAP)
• Length of Service Award
• Refer a Friend Scheme
• Staff uniform for retail staff
• Staff and Friends & Family discounts
• Annual Volunteer Day
• Cycle to Work Scheme
• Tech Scheme
• Eye Care Vouchers
• Real Living Wage Employer
• Employee-led committees
• Social events and biannual parties
• Enhanced maternity/paternity after 2 years

ME+EM is an equal opportunities employer committed to diversity, equality, and inclusion. We encourage minorities, LGBTQ+ candidates, and individuals with disabilities to apply. For adjustments in the recruitment process, email [email protected]. Due to high application volume, only successful candidates will be contacted.