Buying Assistant

VirtualStaff365; Philippines; On-site; PHP 167,000 - 279,000; Full time

Job summary

VirtualStaff365 is seeking a Buying Assistant for our Australian client, to provide hands-on administrative support to the Head of Buying and ensure smooth product movement from supplier to store.

You will maintain product information and purchase orders, update systems, coordinate stock transfers, and assist with sample tracking while keeping internal teams informed to support stock flow and timelines.

Responsibilities

• Input and maintain product information, purchase orders, and supplier details.
• Maintain internal systems and spreadsheets with up-to-date product and order details.
• Coordinate stock transfer paperwork and system updates between stores and the online warehouse.
• Track orders with suppliers and follow up on outstanding issues.
• Update and manage the critical path to meet timelines and key dates.
• Provide general administrative support and coordinate with internal teams to ensure smooth stock flow.

Job description

Our client is an Australian online women's fashion retailer specialising in a curated collection of comfortable, high-quality everyday basics, contemporary casualwear, and versatile lifestyle accessories. They are now seeking to hire a Buying Assistant to provide hands‑on administrative support to the Head of Buying and ensure product moves smoothly from supplier to store. This role plays a key part in maintaining accurate system data, tracking critical path timelines, and supporting stock flow across internal teams.

Job Responsibilities

Data and Systems Administration

• Accurately input and maintain product information, purchase orders, and supplier details
• Maintain internal systems and spreadsheets with up-to-date product and order details
• Coordinate stock transfer paperwork and system updates between physical stores and the online warehouse

Supplier and Critical Path Coordination

• Manage supplier relationships by tracking orders, requesting updates, and following up on outstanding issues
• Update and manage the critical path to ensure timelines and key dates are met
• Assist with sample tracking and coordination

Administrative Support and Team Communication

• Provide general administrative support to the Buyer including document management and scheduling
• Communicate clearly and proactively with internal teams to support stock flow and resolve issues