Buying Administrative Assistant

Level Up Talent Solutions; Cebu City; On-site; PHP 246,000 - 379,000; Full time

Job summary

Level Up Talent Solutions is seeking a Buying Administrative Assistant to support product development, approvals, and launch processes. You will help maintain critical paths, coordinate samples, and manage product data for accurate on-time launches.

You will collaborate with Buying, Merchandising, Design, and production teams to ensure milestones are met, costs are tracked, and trade reporting is supported as needed.

Qualifications

• Experience in administration, merchandising, buying, product, retail, or e-commerce support is an advantage.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Excel/Sheets and data handling.
• Able to work across multiple systems with cross-functional teams.

Responsibilities

• Monitor product critical paths, milestones, actions, and launch deadlines.
• Follow up with internal teams and suppliers on outstanding actions.
• Maintain accurate and updated product status during development and launch.
• Coordinate product samples and approvals with Buyers and Designers.
• Support website product setup and merchandising administration.
• Prepare sales and trading information for commercial discussions.

Skills

Excellent attention to detail

Strong written and verbal comm.

Time management

Proactive follow-up

Multi-tasking

Numerical skills

Collaboration

Data accuracy

Tools

Microsoft Excel

Google Sheets

Job description

Cebu City, Philippines | Posted on 10/13/2026

At Level Up Talent Solutions, we believe great work starts with feeling supported, trusted, and valued.

We are a people-focused talent company that connects skilled professionals with meaningful long-term opportunities. Our goal is to create an environment where you can do your best work, continue growing, and feel confident in the role you play within a team.

When you join Level Up Talent Solutions , you are not just filling a position. You are becoming part of a community that values clear communication, consistency, and mutual respect. We work closely with you to understand your strengths, your experience, and the type of work environment where you can thrive.

We support our talents through structured onboarding, ongoing guidance, and realistic expectations. You will always know what success looks like and who to turn to when you need support. We believe that when talents feel aligned and empowered, everyone succeeds.

At Level Up Talent Solutions, growth is not only about skills. It is about confidence, stability, and building a career you can be proud of.

We are here to help you level up.

Job Description

Job Description:

Level Up Talent Solutions is looking for a Buying Administrative Assistant to provide operational and administrative support throughout the product development, approval, and launch process. The role will help ensure products progress accurately and on schedule by maintaining critical paths, coordinating samples and approvals, managing product and costing information, and supporting sales and trade reporting.

The role will work closely with Buying, Merchandising, Design, Photography, Copy, suppliers, and production teams to ensure product milestones are achieved, information remains accurate, and products are ready for launch within agreed timelines.

Key Responsibilities:

Critical Path & Product Lifecycle

• Monitor and maintain product critical paths, milestones, actions, and launch deadlines.
• Follow up with internal teams and suppliers on outstanding actions.
• Maintain accurate and updated product status throughout development and launch.
• Identify and upscale delays, missing information, dependencies, and potential risks.
• Coordinate product samples and approval activities with Buyers, Designers, and relevant teams.
• Track samples, feedback, approvals, and outstanding actions.
• Coordinate with suppliers and production teams to ensure products meet specifications.
• Manage sample movement, storage, labeling, and availability for reviews and other requirements.

Product Data & Website Accuracy

• Create, maintain, and update product information and attributes in relevant systems.
• Ensure product information is complete and accurate before launch.
• Support website product setup and maintenance.
• Identify and correct data discrepancies and ensure accurate product and personalization information.
• Support merchandising administration, including FOB costing and product information.
• Maintain accurate product cost and merchandising records.
• Ensure documentation and system records are completed on time.
• Provide administrative support to the Assistant Merchandiser, Merchandiser, and Buying & Merchandising team.

Trade & Commercial Support

• Gather and prepare sales and trading information for commercial discussions.
• Support reports and information required for trade meetings.
• Monitor product and category performance and identify relevant risks or opportunities.
• Ensure commercial information is accurate and submitted within required timelines.

Cross-Functional & Supplier Coordination

• Collaborate with Buying, Merchandising, Design, Photography, Copy, suppliers, and other relevant teams.
• Maintain clear communication regarding samples, approvals, product information, and outstanding actions.
• Proactively follow up on deadlines and keep stakeholders informed of potential issues.
• Build effective working relationships with internal teams and external suppliers.

Process Improvement

• Take ownership of assigned administrative and merchandising activities.
• Identify recurring errors, delays, and inefficient processes.
• Maintain organized records to support effective handovers and business continuity.
• Recommend opportunities to simplify or improve administrative processes.

Requirements

Qualifications :

• Experience in administration, merchandising, buying, product, retail, or e-commerce support is an advantage.
• Strong organizational skills with the ability to manage multiple products, tasks, and deadlines.
• Excellent attention to detail and accuracy.
• Good numerical skills and confidence working with product and costing information.
• Strong written and verbal communication skills.
• Proactive in following up actions and escalating risks.
• Strong time-management and prioritization skills.
• Proficient in Microsoft Excel / Google Sheets .
• Comfortable working across multiple systems and maintaining accurate data.
• Able to work independently while collaborating effectively with different teams.
• Previous experience in e-commerce, retail, merchandising, buying, or consumer products is an advantage.
• Experience with product critical paths, product samples, supplier coordination, FOB costing , product launches, or trade reporting is a plus.