Buying Admin Assistant - Debenhams

Debenhams; Greater London; On-site; GBP 21,000 - 30,000; Full time

Job summary

Debenhams is seeking a diligent Buying Admin Assistant to support the buying team with sample management, supplier communications, and critical-path oversight. You will work under the Debenhams brand, helping ensure on-time delivery of production samples and accurate descriptions across categories.

The role involves coordinating with suppliers, attending fit sessions, and maintaining orderly sample rooms while supporting trade and product development activities in a fast-paced fashion

Qualifications

• Strong commercial awareness to spot trends and opportunities.
• Ability to prioritise multiple deadlines and manage time effectively.
• Excellent communication skills across teams and suppliers.
• Natural planner with high level of organisation.

Responsibilities

• Support buying team by managing sample flow and supplier communications.
• Maintain critical path with Assistant Buyer/Buyer and ensure on-time delivery of samples.
• Chase suppliers, manage production samples, and ensure correct paperwork and codes.
• Update and circulate supplier and critical path information to relevant colleagues.
• Attend fit sessions and ensure samples are ready, correctly coded, and organized.

Skills

Commercial awareness

Prioritisation

Communication skills

Highly organised

Tools

Sage

Job description

At Debenhams.com, we're transforming a high street legacy into one of the most forward thinking and creative online destinations in the industry. We're not standing still. We’re evolving into a modern, digital-first destination that brings style, beauty, and inspiration to millions of customers across the UK and beyond. With bold ideas, fresh thinking, and big ambitions, we're redefining what a department store can be in the online world.

This is your opportunity to join us at a pivotal moment. Whether you're driven by creativity, innovation, or customer obsession, you’ll be part of a team shaping the future of one of the UK’s most iconic brands.

THE ROLE

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.

This role will sit under our Debenhams brand.

Trade

WHAT YOU'LL BE DOING

• 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.
• Shares ownership for sending fit comments to relevant teams.

What We Are Looking For

• Excellent commercial awareness. Able to recognise future trends.
• Ability to priortise 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

WORKING WITH US

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. Be bold. Be creative. Be a community.