Merchandising Executive

Club21; Kuala Lumpur; On-site; MYR 33,000 - 58,000; Full time

Job summary

Club21 in Kuala Lumpur is seeking a detail-oriented Merchandising Executive to support end-to-end merchandising operations, from order processing and shipment coordination to stock monitoring and sales analysis.

The role covers purchase orders, invoicing, shipments, and comprehensive reporting, requiring strong analytical abilities and collaboration with buyers, suppliers, and store teams.

Qualifications

• Diploma in Merchandising or equivalent is required.
• Minimum 1 year of relevant experience in a similar role preferred.
• Proficient in MS Excel and MS Office.
• Strong numeric and analytical skills.
• Good communication and interpersonal skills.

Responsibilities

• Process and coordinate purchase orders from central buying to warehouse and outlets.
• Prepare Buy Status Reports and update regularly.
• Coordinate end-to-end order processing within required timelines.
• Monitor shipments and alert relevant stakeholders to delays.
• Maintain stock accuracy through regular warehouse coordination.
• Provide sales analysis and reports to buyers and brands.
• Handle damaged stocks and supplier claims.
• Support general duties and ad-hoc projects.

Skills

Strong numeric skills

Analytical skills

Communication & interpersonal skills

Multi-tasking & urgency

Education

Diploma in Merchandising, Fashion Management or equivalent

Tools

MS Excel

MS Office

Job description

Are you detail-oriented, analytical, and passionate about fashion, retail and merchandising?

We’re looking for a Merchandising Executive to join our team and support the end-to-end merchandising operations, from order processing and shipment coordination to stock monitoring and sales analysis.

Duties and Responsibilities:

Purchase Orders

• Transferring of orders from buyer’s records to warehouse purchase orders and distributing to warehouse and outlets accordingly.
• Coordinate the end-to-end order processing based on confirmed buying decisions from the centralised buying team, ensuring orders are accurately captured and processed within the required timelines.
• To analyse buy into classification categories.
• To create Buy Status Report and update regularly.
• To key in orders accurately upon receipt of order confirmation.

Proforma Invoices / Order Confirmation / Cancellations

• To ensure all P/F invoices correspond with original order and liaise with Accounts for necessary payment.
• To pre-alert warehouse / outlets or any noted cancellations.
• Verify order confirmations against approved orders and promptly highlight any discrepancies to the relevant Buyer / Merchandising Manager.
• Coordinate with suppliers on order amendments, adjustments and cancellations as instructed by the centralised buying team.

Shipments

• To negotiate and confirm payment terms, liaise with Accounts Dept.
• To follow-up and chase suppliers for late deliveries.
• To provide information for and update shipment status report regularly.
• To monitor and alert suppliers for forward season shipments in order to ensure early deliveries.
• To liaise with forwarders to advise on each season shipments and relevant priority listing.
• Coordinate closely with the centralised buying team, suppliers, Accounts, warehouse and outlets on shipment status and delivery requirements.
• Monitor confirmed delivery schedules and proactively follow up with suppliers on pending, delayed or incomplete shipments.
• Escalate potential delays or supply issues to the Buyer / Merchandising Manager and relevant stakeholders to minimise impact on store availability.

Warehouse

• To liaise with warehouse to control excess stock / short shipments and alert suppliers / outlet accordingly.
• To prioritize clearance of shipments from warehouse to stores in co‑ordination with all Assistant Buyers / Buyers.
• Follow up on discrepancies between ordered, shipped and received quantities and coordinate with suppliers and warehouse on necessary resolution.
• To liaise with Assistant Buyer / Buyer on pricing, using either recommended prices or system retail prices according to mark‑up confirmed by Accounts.
• To provide necessary documentation to advise warehouse of retail prices.
• To collect weekly and monthly reports from outlets in order to update weekly sales report.
• To provide sales analysis and reports to principal suppliers as and when requested.
• To provide necessary analytical back-up to Buyers for buying trips and retail comparison purposes.
• To handle all store complaints regarding stocks received – workmanship, customer returns etc.
• Provide timely and accurate analytical support to the centralised buying team to assist with future ordering and merchandise planning.

Damaged Stocks

• To inspect faulty stocks to ascertain extend and cause of damage.
• To correspond with supplier, negotiating for claim of full credit or replacement as necessary.
• To keep track of damaged stock form numbers for each shop for accounting purposes.
• Follow up with suppliers on outstanding claims, credits or replacements and maintain proper records until resolution.

General Duties

• Filling of all documentation following buying trips
• Keeping abreast of re‑orders from outlets, monitoring delivery progress and submitting these requests to suppliers.
• General correspondence to suppliers on price enquiries, customer special requests etc.
• General support to the Assistant Buyers, Buyers and Brand Managers.

Others

• To undertake ad‑hoc projects assigned by the management of the company.

Requirements:

• Diploma in Merchandising, Fashion Management or equivalent
• Minimum 1 year of relevant working experience in similar role preferred
• Proficient in MS Excel and Office
• Strong numeric and analytical skills
• Good communication and interpersonal skills
• Sense of urgency flexibility ability to multi-task
• Ability to communicate effectively with internal stakeholders, suppliers, warehouse and other relevant parties.
• Experience in retail, fashion or merchandising operations will be an advantage.