Buying/Wholesale Administrator

SUMMERILL & BISHOP LIMITED; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading company in the homeware sector seeks an organised Office Administrator to support day-to-day operations. This full-time role involves assisting both wholesale and buying departments, ensuring efficient operations, and facilitating communication with stakeholders. Ideal candidates will possess strong administrative skills and a proactive mindset, offering an exciting chance to grow in the creative homeware industry.

Benefits

Employee discounts on homeware products

Exposure to senior management

A supportive and friendly team environment

Qualifications

• Strong organisational skills and attention to detail.
• Ability to multitask and work independently in a fast-paced environment.
• Prior administrative experience is a plus but not essential.

Responsibilities

• Processing incoming wholesale orders and monitoring stock levels.
• Assisting in onboarding new suppliers and managing product data entry.
• Generating sales invoices, packing lists, and shipping labels.

Skills

Administrative Assistance

Organisational Skills

Communication

Microsoft Office

Job description

Summerill & Bishop is a dynamic and growing company in the homeware sector, specialising in luxury table linen and homeware decor. We are looking for an organised and proactive Office Administrator to support our team with day-to-day operations. This is an exciting opportunity for someone looking to work in a fast-paced and creative industry.

RoleDescription

This is a full-time on-site role as a Buying and Wholesale Administrator located in West London. This is a key role in ensuring smooth daily operations by providing administrative support across the two departments, managing office tasks, and communicating with both internal and external stakeholders.

Key Responsibilities

Wholesale:

• Processing incoming wholesale orders
• Monitoring stock levels to ensure accurate availability for wholesale clients
• Updating wholesale customers on out-of-stock or upcoming products
• Responding to inquiries about pricing, product details, lead times, shipping and after-care
• Assisting in onboarding new wholesale accounts
• Generating sales invoices, packing lists, and shipping labels
• Tracking and updating order status
• Scheduling and tracking deliveries to wholesale customers
• Ensuring compliance with invoicing and shipping documentation requirements (especially for international clients)
• Filling and organising wholesale contracts, order forms and price lists
• Maintaining accurate records in CRM systems and order databases
• Assisting in preparing sales reports and inventory updates for internal meetings
• Supporting wholesale buying appointments or trade show preparation
• Creating wholesale presentations for clients and stakeholders
• Handling returns, damages or shipping discrepancies
• Researching potential stockists or markets

Buying:

• Assisting on onboarding new suppliers and keeping their records up to date
• Creating new products (data entry) in the database based on buyer's direction
• Processing purchase orders (POs)
• Ensuring the order confirmation (OCs) and invoices are matching the purchase orders (POs)
• Updating POs when changes occur (e.g. pricing, quantities, delivery dates)
• Communicating with suppliers about stock availability, lead times, and shipping
• Following up on order confirmations, shipping dates, and credit notes
• Tracking deliveries and updating the wider team with order timelines
• Assisting in analysing sales and stock data to support reordering or phasing out products
• Supporting promotional planning
• Preparing documents and presentations for range reviews and supplier meetings
• Managing and organising product samples
• Logistic coordination: booking shipments with freight forwarders or couriers, ensuring suppliers provide accurate shipping documents (commercial invoice, packing list), monitoring delivery progress from dispatch to warehouse receipt, following up on delays and customs holds

Requirements

• Administrative Assistance and Office Administration skills
• Strong organisational skills and attention to detail
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook) and ability to learn new systems.
• Strong communication, both written and verbal
• Ability to multitask and work independently in a fast-paced environment
• A proactive and problem-solving mindset
• Prior administrative experience is a plus but not essential, enthusiasm and willingness to learn are key!

What We Offer

• A great opportunity to learn about the buying and wholesale departments in a creative and fast growing business
• Exposure to senior management
• Visibility on all other disciplines across our retail business, giving the successful candidate a unique overview
• A supportive and friendly team environment
• Employee discounts on our homeware products

If you are an organised and motivated individual looking to grow your career in the homeware sector, we’d love to hear from you!

How to Apply

Please send your CV to Ines Ceccaldi:[e-mail]

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Information Technology

• Industries

  Retail

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