Buying Administrator - Ireland

Whsmith; Swords; Hybrid; EUR 27,000 - 33,000; Full time

Benefits offered by this job

Hybrid working from home and office at

24 days holiday + birthday off + bankH

Finish at 4pm on a Friday

Staff discount in store

Annual bonus based on company and个人ual

Competitive salary

Job summary

WHSmith in Ireland is seeking a Buying Administrator to support the Irish commercial team in delivering KPI’s and in-store range and execution. You will work with supplier partners to ensure accurate data, contracts, and timely invoicing across a growing ROW business.

The role offers a 37.5 hour work week, hybrid working from home and in the office at Dublin Airport, and a €30,000 annual salary. The ideal candidate has 1–3+ years in retail administration and strong Microsoft Office skills.

Qualifications

• Highly organised, detail-oriented and able to prioritise in a fast-paced environment.
• Proactive, self-motivated and confident taking initiative.
• Strong communication and stakeholder management skills.
• Numerate with good analytical and problem‑solving ability.

Responsibilities

• Provide day-to-day administrative support to the Buying team, ensuring the smooth running of the department.
• Data maintenance: maintaining accurate records of product, pricing and business-critical files.
• Invoicing: raising invoices and following up with suppliers on payment dates and queries.
• Media and marketing: track activations and ensure content meets specs.
• Contracts: ensure supplier contracts are up to date and entered in finance portal.
• Store queries: answer and follow up within internal SLA’s.
• New lines process: QA review, new line forms and product setup in system.

Skills

Organised

Detail-oriented

Prioritisation in fast-paced env

Initiative

Communication

Stakeholder management

Numerate / Analytical

Retail admin experience

Tools

Excel

PowerPoint

Job description

At WHSmith, our people are at the heart of everything we do. They are the ones that go the extra mile for our customers. The ones that enable our growth. That’s why our International People team is passionate about creating an environment where people can be legally protected, compliant, and empowered to deliver their best work across our Rest of World (ROW) business.

As a Buying Administrator, you will support the Irish commercial team to develop and deliver the business KPI’s and strategy by delivering best in class in store ranging and executions, supporting our supplier partners and ensuring that our global customers have a great in store shopping experience by striving towards having everything that we do land right first time in store. This role will be supporting a market with scale and complexity, so you will need to have previous administration experience. This role would be suited to an experienced buying or office administrator with 1 to 3+ years’ experience in a retail environment.

37.5 hours per week

€30,000 per annum

What you will be doing:

• Provide day‑to‑day administrative support to the Buying team, ensuring the smooth running of the department.

• Data Maintenance: Maintaining accurate records of product, pricing and business critical files. Following up with suppliers and internal stakeholders to ensure accuracy of system data.

• Invoicing: Raising invoices and following up with suppliers on payment dates and any queries relating to the invoices.

• Media and Marketing: Capturing all agreed Media and Marketing in trackers, briefing suppliers with content required and ensuring that the content is received to the correct specs and has been implemented in stores. Taking photo’s of in store execution and sharing activations with suppliers.

• Contracts: Ensuring that all supplier contracts are up to date and entered into the finance portal.

• Store Queries: Answering and following up with stores on queries within internal SLA’s.

• Store Operations: Submitting workload requests and store communications.

• New lines Process: Owning the process of quality assurance review, new line forms from suppliers and setting up products in system.

• Running reports and sharing them with the team.

*The above list is not exhaustive and other standard administrative tasks will be required.

What we are looking for:

• Highly organised, detail-oriented, and able to prioritise in a fast-paced environment.

• Proactive, self-motivated, and confident taking initiative.

• Strong communication and stakeholder management skills.

• Numerate with good analytical and problem-solving ability.

• Collaborative team player with the ability to build strong relationships.

• Retail-focused, eager to learn and develop.

• Administratively experienced and proficient in Microsoft Office (Excel, PowerPoint).

How we reward our teams:

• Competitive salary.

• Annual bonus based on company and personal performance.

• Hybrid working model from home and in the office in Dublin Airport.

• 24 days holiday, plus your birthday off, plus Bank Holidays, with an opportunity to buy extra holiday.

• Finish at 4pm on a Friday.

• Staff discount in store.

About us:

Celebrating 230 years, we’re proud to have grown and evolved into a globally recognised brand present in over 30 countries around the world, and we’re proud to be that air of familiarity people love and trust on their journey, both in life and through life. As a diverse group of over 5,000 colleagues, we are all on the same journey to a better business through our commitments to our planet, people and the communities we serve.

For UK and International Travel, our mission is simple – to create value for our stakeholders by providing a platform for global brands responsible for essentials and technology in airports (including our InMotion stores), hospitals, rail stations and other markets. Our office is based in a buzzing part of London close to Liverpool Street Station. We are an ambitious team that thrives on pace, collaboration and innovation, resulting in a real entrepreneurial culture at all levels. It’s perfect for people who are happy to use their initiative and embrace life outside their comfort zone.

At WHSmith, we’re all about creating an inclusive and welcoming workplace where everyone can be themselves and do their best. No matter your background, age, disability, gender, gender expression, gender identity, race or ethnicity, marital status, religion, sex, sexual orientation or anything else that makes you, you – you’re welcome here.

We’re also open to flexible working where possible, so if that’s something you need, let’s chat. And if you need any adjustments during the selection process, just let our Talent Acquisition team know – we’re happy to help!