Buying Assistant

Virtual Staff 365; United States; Remote; USD 40,000 - 55,000; Full time

Benefits offered by this job

Permanent work-from-home set-up

Annual leave

13-month pay

Job summary

Virtual Staff 365 is seeking a Buying Assistant for an Australian online women’s fashion retailer to provide hands-on administrative support to the Head of Buying and ensure product moves smoothly from supplier to store and online warehouse.

You will manage data in internal systems, maintain accurate product and order details, track critical path timelines, coordinate stock transfers, and support the team with clear communication and strong data accuracy.

Qualifications

• Experience in retail or administrative roles is required.
• Strong organizational skills and accuracy in data entry.
• Proficiency with Microsoft Excel and ability to manage complex spreadsheets.
• Excellent written and verbal English communication is essential.

Responsibilities

• Input and maintain product information, purchase orders and supplier details.
• Maintain internal systems and spreadsheets with up-to-date product and order data.
• Coordinate stock transfer paperwork and system updates between stores and online warehouse.
• Provide general administrative support and proactive team communication.

Skills

Attention to detail

Data entry

Excel knowledge

English communication

Tools

Shopify

Style Arcade

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
• Previous experience in retail or administration
• Strong attention to detail and accuracy in data entry
• Excellent organisational and time management skills
• Proficiency with Microsoft Excel and general computer systems
• Confident using Microsoft Teams for video calls and live chat
• Clear and confident written and verbal English communication
• Fast learner who can adapt and work across a variety of tasks
• Reliable workstation setup featuring dual monitors and high-speed internet

Nice-to-Have Skills

• Experience using Shopify
• Experience using Style Arcade
• Permanent work-from-home set-up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-time job
• HMO (STAFF only)
• Annual leave
• 13-month pay
• With Government mandated benefits