Buying Administration Assistant

2 weeks ago

London, Greater London, United Kingdom Fortnum and Mason Full time

Role Purpose:

Key administration support for the buying team, working closely with your Assistant Buyer & Buyer.

You will be working in a fast-paced and demanding environment working with over 1000 products in this area.

Therefore, you must be a self-starter with exceptional attention to detail with strong communication & numerate skills to be successful in this role.


You will be involved in the administration support of product set up, price changes, supplier on boarding, managing the supplier-sampling calendar & sample cupboard, partaking in tasting sessions & product benchmarking, managing the critical path and handling all invoice and account queries.

As well as being, the data administration lead for managing the system, range plans, floor walk meeting minutes.


You must be a confident user in using Microsoft Excel, as this role will involve managing several Excel range plans and data sheets.

You must be confident and enjoy using systems for managing administration.

Experienced in working with power point for presentations & Trello for project management.

Reports to:

Assistant Buyer Confectionery

Key interfaces:

Merchandising, Retail, Warehouse, Marketing, Online

Key Accountabilities:

Administration:

  • Ownership and accountable for managing product system data ensuring the system & range plans are updated & accurate

Including:
Product set up, supplier on boarding administration, pricing, descriptions, weights, hierarchies, commodity codes, shelf life,

  • Supporting online trading team with product launch & data management, including supporting with web range plan, samples for photography, availability dates & report actions, copy, preventing sale online when product has sold through
  • Ensuring training packs for new product launches are accurate and shared on time
  • Managing invoices for the department by liaising suppliers and finance team

Critical Path & NPD:

  • Maintaining & updating the critical path ensuring it is accurate and up to date
  • Support Buying team in chasing suppliers for updates & submissions
  • Taking meeting minutes for NPD, agreeing key actions and circulating to the key stakeholders
  • Supporting in checking artwork alongside buying team for spelling, grammar, and best before, storage, weight, description accuracy and barcodes
  • Supporting in chasing printer proofs
  • Supporting merchandise planning team sharing product measurements and sharing images for the management and execution of store drop plans
  • Chasing in gold seal final samples, management of storage
  • Supporting the team on benchmarking, competitor shops, pricing reviews, seasonal wash up reports

Reporting, Commercial & Trade Actions:

  • Supporting the team in: achieving sales and margin targets for the department
  • Working through key trade driving or corrective actions identified at the trade meeting
  • Working with merchandising to manage short dated product taking action for mark downs on the system
  • Supporting on floor walks, taking meeting minutes, following up on actions
  • Manage in store sampling with suppliers to ensure we have a bustling food hall throughout the year

Customer & QC:

  • Managing the administration for QC & customer complaints, Logging & Investigating with support of Buyer, working closely supporting customer services channel

Marketing:

  • Leading key activations and events, support in administrative tasks related to event planning and marketing
  • Responsible for briefing signage for new launches & seasonal campaigns

Reporting:

  • Supporting the Buyer & Assistant Buyer in creating the trade reports in a timely and accurate manner

Sample Management:

  • Managing, organising, cataloguing, chasing in, and sending out transit test samples
  • Working closely with merchandising team to manage ingredient & packaging no charges /sales orders

Role Specific Criteria (Experience/Behaviours/Technical Ability)

  • Keen to learn and conscientious, high attention to detail, takes pride in their work
  • Demonstrate an ability to communicate and work well as part of a team
  • Tenacious, with the ability to work in a fastpaced environment
  • Exceptional organisational skills, with meticulous attention to detail
  • Ability to work to a deadline and manage multiple work streams and priorities at a time
  • Experience using Microsoft Excel, Word and PowerPoint, Trello
  • Keen interest in food and must be up to date on the latest food trends
  • Competent numerical skills (ability to calculate margins, percentages)
  • Experience in luxury retail, or Food desirable


We are committed to developing your career and nurturing your talent, regardless of age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; sexual orientation.

We respect and embrace each other's differences, to create a truly inclusive environment.

In the last year alone, our people have been recognised and celebrated, winning awards for

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