Merchandise & Buying Operations Administrator

Poltronesofa; Sunderland; On-site; GBP 22,000 - 27,000; Full time

Benefits offered by this job

33 days holidays including bank/public

Employee benefits platform

Colleague Discount

Career progression

Enhanced maternity, paternity and adp.

Employee Assistance Programme

Virtual GP

Pension Scheme

Death in Service

Job summary

Poltronesofa Sunderland is seeking a highly organized Merchandise & Buying Operations Administrator to support product setup, pricing, range launches and supplier communications from our Customer Support Centre. You will maintain data integrity and assist cross-functional teams to ensure smooth merchandising operations.

The role requires attention to detail, strong Excel skills and proactive coordination with Stores, Digital, Marketing and suppliers.

Qualifications

• Previous experience in an administrative, data or coordination role.
• Excellent attention to detail and ability to manage high volumes of product information.
• Strong organisation and time-management skills to meet deadlines.
• Clear, professional communication with colleagues, stores and external suppliers.

Responsibilities

• Create, update and check product records including dimensions, specifications and supplier details.
• Update critical paths, trackers and action logs for new sofa ranges and seasonal launches.
• Handle day-to-day supplier administration and product information requests, escalating issues when needed.
• Maintain cost and retail price information and support promotional pricing and ticket updates.
• Produce weekly sales analysis and support range reviews and showroom/store administration.

Skills

Administrative experience

Data management

Attention to detail

Excel proficiency

Communication skills

Tools

Excel

Office

Job description

Merchandise & Buying Operations Administrator

Department: Retail Operations

Employment Type: Full Time

Location: Sunderland - Customer Support Centre

Reporting To: Merchandise & Buying Operations Manager

Compensation: £24,851 / year

Description

We're looking for a highly organised, detail-focused Buying & Merchandising Operations Administrator to join our Commercial team.

You’ll provide accurate and dependable administrative support across product setup, pricing, range launches, supplier information and store communications. You’ll help keep data, documents and actions up to date, so the wider merchandising operation runs smoothly.

What does the role involve?

Product data and administration

• Create, update and check product records, including dimensions, specifications, materials, colours, fabrics, lead times and supplier details.
• Maintain supporting product documentation in the correct locations.
• Complete routine accuracy checks and promptly raise missing, conflicting or incorrect information to the Merchandise Supervisor.

New product launches and critical paths

• Complete assigned setup and administration tasks for new sofa ranges and seasonal.
• Update critical paths, trackers and action logs, following up agreed actions and deadlines with internal teams and suppliers.
• Prepare accurate product information for stores, Digital, Marketing and retail teams, using approved templates and processes.

Supplier and internal coordination

• Handle day-to-day supplier administration and product information requests, escalating decisions or risks to the Merchandise Supervisor.
• Request and track specification sheets, costs, packaging details and other relevant product information documents, maintaining clear records of outstanding items.
• Follow up overdue information, communicate progress clearly and keep the Merchandise Supervisor informed of anything that could affect launch or trading activity.

Pricing, orders and store support

• Accurately maintain cost and retail price information and support approved promotional price and ticket updates.
• Raise and maintain purchase orders and display orders where required, checking key details and recording confirmations and amendments.
• Support investigations into product, stock, delivery and data queries by gathering information and coordinating updates with the relevant teams.

Reporting, controls and process discipline

• Produce and maintain weekly sales analysis and promotional activity information for Buying and Merchandising Operations Manager
• Support range reviews, competitor checks, product benchmarking and showroom or store administration as directed by the Merchandise Supervisor.
• Follow agreed processes and service standards, identify recurring data or workflow issues, and suggest practical improvements.

Who are we looking for?

• Previous experience in an administrative, data or coordination role.
• Excellent attention to detail and confidence working with high volumes of product information. Strong organisation and time-management skills, with the discipline to complete routine tasks accurately and meet deadlines.
• Good Microsoft Excel and Office skills.
• Clear, professional communication with colleagues, stores and external suppliers.
• A proactive, dependable approach and willingness to follow processes, take feedback and escalated issues appropriately.
• Experience in retail, merchandising, buying, supply chain or product administration.
• Experience within furniture, homewares or another product-led retail business.
• A basic understanding of retail pricing, margin, product setup and commercial reporting.
• Experience supporting product launches, store communications or supplier administration.

What’s in it for you?

• 33 days holidays including bank holidays
• Employee benefits platform – access to 100s of high street discounts and more – holiday discounts, gym discounts, cinema discounts, e-vouchers, cashback and more!
• Colleague Discount
• Career progression
• Enhanced Maternity, Paternity and Adoption Leave
• Access to our dedicated Employee Assistance Programme – to give you free access to advice and information on a range of topics
• Virtual GP – Access to a GP service 24/7
• Salary finance scheme
• Pension Scheme
• Death in Service