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Supporting the Buying Teams as an Administrative Assistant

2 months ago

London, Greater London, United Kingdom Fortnum & Mason Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide critical support to our Grocery and Tea buying teams. As a key member of our team, you will play a vital role in ensuring the smooth operation of our department.

Key Responsibilities:
  • Administrative Support:
    • Manage product system data, ensuring accuracy and up-to-date information.
    • Support the online trading team with product launch and data management.
    • Ensure marketing and training documents are accurate and shared on time.
    • Manage invoices for the department, liaising with suppliers and the finance team.
  • New Product Development:
    • Maintain the critical path, ensuring accuracy and up-to-date information.
    • Support the buying team in chasing suppliers for updates and submissions.
    • Take meeting minutes, agreeing key actions with deadlines and circulating to stakeholders.
    • Support the merchandising planning team by sharing product measurements and images.
    • Chase in gold seal final samples and manage storage of signed-off products.
    • Support the team with benchmarking, competitor shops, pricing reviews, and seasonal wash-up reports.
  • Reporting, Commercial & Trade Actions:
    • Support the team to drive department sales and margin.
    • Work with merchandising to manage short-dated product, tracking performance and taking price action when necessary.
    • Join floor and web walks, taking meeting minutes and following up on actions.
    • Manage in-store sampling with suppliers to ensure a bustling food hall throughout the year.
  • Customer Complaints & Quality Control:
    • Log and investigate customer complaints and quality complaints with support of the Buyer.
    • Keep accurate QAS documents for all ranges to support quality control.
  • Marketing:
    • Lead key activations and events, supporting administrative tasks related to event planning and marketing.
    • Responsible for briefing signage for new launches and seasonal campaigns.
  • Reporting:
    • Support the Buyer and Assistant Buyer with weekly and period reports, ensuring timely and accurate completion.
  • Sample Management:
    • Manage, organise, catalogue, chase in, and send out transit test samples.
    • Work closely with the merchandising team to manage ingredient and packaging purchase orders.
Requirements:
  • Proactive and keen to learn, thriving in a fast-paced retail environment.
  • Demonstrate ability to communicate and work well as part of a cross-functional team.
  • Exceptional organisational skills, with meticulous attention to detail.
  • Ability to work to a deadline, managing multiple work streams and priorities at a time.
  • Experience using Microsoft Excel, Word, PowerPoint, and Outlook.
  • Passion for food and drink, with a keen interest in the latest market trends.
  • Competent numerical skills.
  • Experience with Microsoft Dynamics 365 is desirable but not essential.
  • Experience in buying, luxury retail, or food is desirable but not essential.
About Our Company:

We are a leading retailer 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, creating a truly inclusive environment.

What We Offer:
  • A competitive salary
  • A generous store and restaurant discount of up to 40%
  • 25 days holidays pro rata (excluded bank holidays) and an extra day off for your birthday
  • A fantastic subsidised staff restaurant which uses Fortnum's ingredients
  • A range of opportunities to develop and grow personally and professionally
  • Excellent pension scheme