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Buying Admin Assistant

Listing ID: 878537

Buying Admin Assistant

Type of Position: Permanent Position
Company / Organisation / Artist Name: Phase Eight
Location: South West London, London, UK
Hours: Full Time
Salary: Competitive
Reporting To: Assistant Buyer / Buyer
Twitter Handle: @Phase_Eight
Deadline: 3rd March 2019
Ad Expires In: 1 week 6 days

Phase Eight is an original, design led womenswear brand that has grown from strength to strength since its conception, without compromising its integrity as a trusted retailer and a market leader. It has recently become a part of a listed retail conglomerate which will further fuel the Company’s growth and open up new development prospects.

Job Description:       

This is an administrative role offering essential support to the Buying Team.  The candidate must have strong communication and time management skills with the ability to work well under pressure in a fast paced environment. Attention to detail and accuracy are essential for the role. Key responsibilities include ownership and management of the critical path and sample organisation throughout the buying cycle. A passion for product and retail combined with a flair for fashion are key to the role.
Critical Path

  • Attend weekly critical path meetings with buying and merchandising team to discuss the progress of each line highlighting sealing status and any potential delivery issues
  • Communicate any issues with orders immediately to the relevant buyer/ merchandiser
  • Ensure the critical path is accurate and up to date for each style, inputting key dates post approvals, fit process etc
  • Work with suppliers to ensure all development samples, approvals, fit and production samples arrive in line with the critical path.
  • Effectively manage the approval process, compiling all relevant information together so that the process is efficient. Feedback to the supplier in good time, clearly communicating comments from the Buyer/ designer


  • Responsible for pulling out the required ‘best and worst’ samples for the Monday morning Trading Meeting for the buying team to discuss before and during the meeting. Samples then need to be returned to the pack rails after the meeting
  • Ensure the pack rails are kept neat and tidy, in the correct order with the most accurate samples
  • Arrange and manage all samples for Web shoots and keep Web team updated on sample status. Ensure the Web images are accurate.
  • Ensure press samples are received from suppliers in line with the promotional calendar and brand requirements
  • Responsible for logging all samples sent and received from suppliers
  • Responsible for the organisation of any samples required for meetings
  • Organise and manage sample cupboard.
  • Assist with the sample sale when required.


  • Keep relevant buyers updated on the progress of tasks set.
  • Attend best seller meetings, range reviews and sign off meetings when requested and take minutes, when applicable.
  • Follow up on all sign offs by creating visual range plans by grade, continually updating the information/ photos to maintain accuracy
  • Builds strong relationships across Head Office functions and the supplier base

Order Processing

  • Input product file orders onto the system ready for merchandising team to raise purchase orders
  • Liaise with the merchandising team on delivery and purchase order queries.
  • Ensure all order confirmation forms are received from suppliers
  • Ensure each order has a correct Tariff Code

Fit Process

  • Create bi-weekly fit list in preparation for each fit meeting in priority and supplier order for the team to review, consulting the critical path to ensure key deadlines are met
  • Attend fit meetings and be responsible for typing accurate comments for all styles fitted
  • Keep a log of fitted garments that are returned to suppliers and ensure they are returned to us within 7 days.
  • Responsible for the upkeep of the fit rail ensuring all product is present in good time for the fit meeting
  • Ensure the fit rail is cleared and product is put back into relevant range packs

Commercial Awareness / Store Visits / Competition

  • Carry out store visits with Buyer or Merchandiser in order to gain a better understanding of the customer and product issues at branch level.
  • Carries out regular comparative shop reports to assess price architecture and key looks from competitors.
  • Aware of current trends and how they can be interpreted for the Phase Eight customer.

Key Skills

  • Highly organised with excellent attention to detail
  • Strong communication skills
  • Thinks laterally to examine all options before decision making.
  • Builds strong relationships within head office and with all external contacts
  • Uses initiative in a busy environment
  • Manages deadlines
  • Excellent computer skills, including a working knowledge of Microsoft excel, word and outlook
  • Is trend and competitor aware with a passion for product
  • Takes responsibility for and drives own development

Application Form

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