Buying & Merchandising Admin Assistant

Dover Street Market; City of Westminster; On-site; GBP 35,000 - 50,000; Full time

Benefits offered by this job

20 days holiday plus Bank Holidays, up

Generous clothing allowance

Up to 60% employee discount

50% discount on Rose Bakery food and

Access to Retail Trust

24/7 VirtualGP service

Cyclescheme and Eyecare Vouchers

Job summary

Dover Street Market is seeking a highly organised Buying & Merchandising professional to manage stock flow from PO to delivery, liaise with Brand and Warehouse teams and coordinate launches across Store and E-Shop.

You will analyse sales and stock data, support the Merchandising calendar and ensure accuracy in stock processing and invoicing, while working across multiple teams in a fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Strong commercial awareness with an interest in fashion and product.
• Experience in luxury fashion, retail, buying or merchandising is desirable.
• Strong numerical and analytical skills to interpret sales and stock reports.
• Excel proficiency with pivot tables, formulas and formatting.
• Comfort with calculations including margins, variances and percentages.
• Excellent organisational skills and ability to manage multiple priorities.
• High accuracy, attention to detail and collaborative communication.
• Confident presenting information and taking ownership of tasks.
• Flexible and adaptable in a fast-paced environment.

Responsibilities

• Proactively upload, maintain and manage Purchase Orders through the DSM system.
• Review deliveries weekly to ensure stock arrives on time and per DSM rules.
• Coordinate with Warehouse to process stock and resolve discrepancies promptly.
• Support Stock Control with processing and checking stock as needed.
• Attend weekly meetings and provide updates on deliveries, launches and reporting.
• Analyse sales and stock reports to identify trends and opportunities.
• Deputise for Merchandisers when required and present information in meetings.
• Assist Buying during market periods and seasonal buying activity.
• Manage the invoice workflow and resolve discrepancies.
• Act as a point of contact for Warehouse and Store stock/delivery queries.
• Support coordination and delivery of product launches across Store and E-Shop.

Skills

Analytical skills

Numerical skills

Communication skills

Collaboration

Excel proficiency

Education

Bachelor’s degree or equivalent professional experience

Job description

Working as part of the Buying & Merchandising team, this role plays an important part in ensuring the smooth and timely flow of stock through the business from Purchase Order management through to delivery, stock processing and the coordination of key launches across Store and E-Shop.

The role requires close collaboration with the Buying and Merchandising teams, Warehouse, Stock Control, Store and E-Shop, as well as regular communication with Dover Street Market International’s diverse portfolio of suppliers and brands.

The successful candidate will be highly organised, detail-orientated and proactive, with the ability to manage multiple priorities in a fast-paced environment.

Key responsibilities include, but are not limited to:

• Proactively upload, maintain and manage Purchase Orders through to the DSM retail system (RetailPro).
• Review deliveries on a weekly basis, ensuring stock arrives within agreed timelines and in line with DSM compliance requirements.
• Liaise closely with the Warehouse to ensure stock is processed efficiently and any discrepancies or delays are identified and resolved promptly.
• Support the Stock Control team with the processing and checking of stock where required.
• Attend and actively contribute to weekly meetings, providing updates on key deliveries, launches, brand initiatives and relevant reporting.
• Analyse sales and stock reports, highlighting relevant trends, issues and opportunities to the wider team.
• Deputise for Merchandisers when required, including preparing and presenting information in meetings.
• Support the Buying team throughout market periods and with seasonal buying activity.
• Manage the invoice workflow, ensuring invoices are thoroughly checked and discrepancies are investigated and resolved.
• Act as a key point of contact for Warehouse and Store queries relating to stock, deliveries and Purchase Orders.
• Support the coordination and delivery of key product and brand launches across Store and E-Shop.

The Ideal Candidate

• Relevant Bachelor’s degree or equivalent professional experience.
• Strong commercial awareness with a genuine interest in fashion and product.
• Previous experience within luxury fashion, retail, buying or merchandising is highly desirable, but not essential.
• Strong numerical and analytical skills, with the ability to interpret sales and stock reports and respond appropriately.
• Good working knowledge of Excel, including pivot tables, formulas and formatting.
• Comfortable working with calculations including margin, variances and percentages.
• Excellent organisational skills with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail.
• Strong communication and collaboration skills, with the confidence to work effectively across different teams and functions.
• Confident presenting information and communicating to groups.
• Proactive, driven and comfortable taking ownership of tasks.
• Highly motivated, committed and dependable.
• Flexible and adaptable, with the ability to work effectively in a fast-paced and constantly evolving environment.

What We Offer:

• 20 days holiday plus Bank Holidays, increasing with each year of service up to 5 additional days.
• Generous clothing allowance.
• Up to 60% employee discount.
• 50% discount on all Rose Bakery food and drink.
• Access to Retail Trust, our Employee Assistance Programme.
• 24/7 access to our VirtualGP service.
• Cyclescheme and Eyecare Vouchers.

Equal Opportunity:

We celebrate the diversity of our workforce, which makes us unique, creative, and connected. As an equal opportunity employer, we ensure fair treatment for all candidates and employees. We welcome people from all walks of life and strive to make everyone feel they belong. We regularly review our recruitment and onboarding processes to be as inclusive as possible. We respect everyone’s stories and celebrate our differences.