Administrative Assistant, Buying and Purchasing
Job Description: Buying Admin Assistant
The Buying Admin Assistant plays a crucial role in supporting the Buyer by managing administrative tasks, tracking orders, maintaining vendor relations, and ensuring smooth communication across departments. Responsibilities include item setup, purchase order (P.O.) management, price adjustments, and coordinating with vendors to resolve discrepancies.This role requires strong organizational skills, attention to detail, and proficiency in maintaining accurate records.
Key Responsibilities:
Item Setup:
Gather information to set up items, including Style Number, Description, Cost, Retail, UPC Codes, and Compliance. Coordinate with vendors and internal teams for missing data.
Purchase Order (P.O.) Management:
Enter, review, and obtain necessary approvals for purchase orders. Send P.O.s via EDI or email to vendors, confirm receipt, and manage any revisions or cancellations.
P.O. Tracking:
Regularly monitor and update the status of purchase orders, ensuring timely delivery to the distribution center.
Special Arrangements:
Complete and manage special arrangement sheets for vendor rebates and other agreements, ensuring proper documentation.
Freight Management:
Update freight costs on P.O.s based on vendor-provided logistics and import details.
Price Changes and Markdowns:
Assist with price changes and markdowns by managing spreadsheets, collecting approvals, and entering data into the pricing system.
Advertising Samples:
Collect and return vendor samples, ensuring proper paperwork is processed.
Vendor Relations:
Handle vendor-related issues such as shipment discrepancies (UPC codes, style numbers, overages).
Accounting Issues:
Research and resolve price and freight discrepancies, making necessary adjustments.
Reporting:
Run reports based on Buyer needs, export data, and maintain accurate inventory and sales updates.
Vendor Compliance:
Collect and maintain vendor forms, Fact and Compliance information, and updated Product Liability Insurance policies.
E-Commerce Updates:
Manage online product attributes and flags.
Store Support:
Address store requests for special orders, pricing, and part requests.
Sample Room Reservations:
Schedule and reserve sample rooms for Buyer meetings with vendors.
Communication:
Draft memos to stores regarding new products, programs, and updates.
Return to Vendor (RTV) Requests:
Coordinate the return process, including obtaining RA numbers and shipping details from vendors.
UPC Code Changes:
Manage UPC code updates in internal systems, ensuring changes are communicated to stores.
Royalties:
Provide royalty breakdowns to Accounts Payable for licensed vendor items, ensuring accurate payments.
Qualifications:
- Strong organizational and multitasking skills
- Detail-oriented with excellent communication abilities
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
- Familiarity with EDI systems and purchase order management
- Ability to work independently and collaborate effectively with internal teams and vendors.