MamaOwl
Buying & Merchandising Admin Assistant (BAA & MAA)
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Buying & Merchandising Admin Assistant
We're looking for a highly organised, detail-driven Buying & Merchandising Admin Assistant to join our team. You'll sit at the heart of our buying, merchandising, and logistics operations, keeping product listings accurate, supplier relationships smooth, and stock moving efficiently from order to warehouse to website. This is a varied, hands-on role suited to someone who thrives on process, loves a well-run spreadsheet, and enjoys juggling multiple priorities without dropping the ball.
What You'll Be Doing
Buying Admin Responsibilities
- Full management of product listings and related admin, including adding HS codes to Shopify and Veeqo, applying SEO where needed, setting up Judge.me reviews and applying and maintaining appropriate tags on products
- Chasing suppliers for HS codes, country of origin, composition details, and barcodes
- Creating and printing new barcodes when required
- Cross-checking orders against the order confirmation, ensuring accuracy and resolving discrepancies directly with brands
- Organising and sorting the Women's, Children's, and Footwear collections on our website
- Creating picklists for the Marketing team
- Assisting buyers with booking couriers for samples and similar ad hoc shipments
- Assisting with photoshoots when needed
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Merchandising Admin Responsibilities
- Updating the daily sales report
- Setting up & creating the trade pack every Monday
- Managing the Delivery Schedule (DS), liaising with suppliers and couriers on shipments
- Chasing suppliers for delivery updates, tracking numbers, invoices, and packing lists, keeping the DS fully up to date at all times
- Processing customs charge payments
- Managing the customs log, including logging payments and raising disputes on overcharges
- Booking shipments and collections for inbound merchandise orders from suppliers
- Adding stock and creating purchase orders
- Setting up warehouse stock takes
- Creating and circulating the weekly "stock not online" report
- Assisting with sample sale events, including managing stock changes before and after the event
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Additional Admin Support
- Checking courier invoice rates against agreed pricing
- Booking shipments and collections
- Assisting operations with picking or packing during peak season if needed
- Office ordering; water and stationery etc.
- Submitting supplier invoices (utilities, security, and packaging) to our accounting team for processing
What We're Looking For
- Excellent attention to detail and a methodical approach to admin-heavy work
- Confident communicator. Comfortable chasing suppliers and couriers for information
- Strong Excel/spreadsheet skills; experience with Shopify and/or Veeqo is a bonus
- Ability to manage multiple ongoing tasks and deadlines simultaneously
- A proactive, problem-solving mindset. Happy to chase down missing information and resolve discrepancies
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
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