Administrative Assistant for Buying Team

1 month ago

London, Greater London, United Kingdom ArtFarm Full time
About the Role

We are seeking a highly organized and detail-oriented Buyer's Administrative Assistant to join our Buying and Merchandising team at Artfarm. As a key member of our team, you will provide administrative support to our Buyer, ensuring the smooth operation of our product development and procurement processes.

Key Responsibilities
  • Manage suppliers, setting up accounts, collating product information, and chasing delivery dates and booking slots.
  • Accountability for managing product system data, ensuring the system and range plans are accurate, including product setup, pricing, descriptions, weights, hierarchies, commodity codes, shelf life, and product dimensions.
  • Liaise with the online trading team, supporting with product launch and data management, including ensuring availability of samples for photography, descriptions for copy, and supplier/maker information.
  • Liaise with the store teams, providing pertinent signage detail, and ensuring training information for new launches is received on time.
  • Liaise with Finance/Accounts for any invoice queries.
  • Support with reporting, collating data, managing weekly, and monthly reporting.
  • Collate regular competitor shop, trend reports, and presentations.
  • Join floor and web walks, taking meeting minutes, and following up on actions.
  • Liaise with the warehouse to resolve delivery queries.
New Product Development
  • Work with the Buyer/s on research and new product development.
  • Maintain the critical path to ensure it is accurate and up to date at all times.
  • Take meeting minutes, agreeing on key actions with deadlines, and circulating to the key stakeholders.
  • Support in checking packaging artwork alongside the buying team for spelling, grammar, best before, storage, weight, description accuracy, and barcodes. Liaise with the Food Technologist where applicable.
  • Support the team with benchmarking, competitor shops, pricing reviews, seasonal wash-up reports, and communication with the business about upcoming launches.
The Ideal Candidate
  • Passionate about products and bringing interesting and innovative stories to life.
  • Organized and proactive, a multi-tasker, able to prioritize and work to tight deadlines, while maintaining excellent attention to detail. A problem solver.
  • A great communicator, both verbal and written, able to work cross-functionally within the business and with our suppliers and collaborators.
  • Confident working alone as well as in a team, comfortable taking responsibility for your workload.
  • Strong numerical skills.
  • Analytical, able to interpret data and use numbers to measure performance.
  • Proficient in Excel and Microsoft Office.
  • Experience in buying, luxury retail, or food is desirable.
About Artfarm

Artfarm is a one-of-a-kind independent hospitality company founded by Iwan and Manuela Wirth. Renowned for developing and reinventing distinctive sites, including the award-winning Fife Arms Hotel in Braemar, Manuela restaurant in Los Angeles, Roth Bar, and The Farm Shop in Somerset. Artfarm uniquely brings together art, community, education, people, and place.

We know from experience that jobs can evolve throughout the lifetime of a role, and this in turn gives our people the chance to play to their strengths. In return, we can offer you a unique employee journey that is tailored around your goals and aspirations both professionally and personally.

Artfarm is an equal opportunity employer and we value diversity. We believe that diversity and inclusion in our team is critical to our success, so we seek to recruit, develop, and retain talent from a diverse candidate pool. Sustainability is at the heart of Artfarm, and every one of the team has a role to play in protecting our planet.

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