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Trading Administration Assistant
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Job Description
Job Title: Trading Administration Assistant
Department: Trading
Reporting to: Head of Trading Administration
Location: Leeds
Role Purpose
The Trading Administration Assistant provides day-to-day administrative support to the Trading team, helping to ensure products are set up accurately, information is kept up to date and key activities are completed within required timescales.
The role supports the product administration process from initial new line approval through product setup, samples, artwork, customer submissions, launch and ongoing product maintenance. This includes maintaining accurate product, supplier, pricing and customer information across systems including Business Central, Household, Shopify, customer portals and internal trackers.
This is a busy, hands-on role requiring excellent attention to detail, strong organisation and the confidence to chase outstanding information. The Trading Administration Assistant will work closely with Buyers and other departments to ensure administrative tasks do not delay product launches, customer submissions or day-to-day trading activity.
Key Responsibilities
1. New Line Setup & Product Administration
- Support the setup of new products accurately and within agreed timescales.
- Complete new item setup and product amendments within company systems.
- Ensure all required product information has been received before progressing setups.
- Maintain accurate product records including descriptions, supplier information, commodity codes, CBM, TI/HI, UFI codes and other relevant product information.
- Support supplier changes, cost price changes and product amendments.
- Identify missing or inconsistent information and raise this with the appropriate Buyer or stakeholder.
These activities support the wider Trading Administration responsibility for maintaining accurate product master data and commercial information.
2. Sample Administration
- Order, receive, log and track product samples.
- Keep the sample tracker accurate and up to date.
- Label, store and distribute samples appropriately.
- Coordinate samples required by Buyers, Sales, customers, QA and photography.
- Maintain showroom samples and sample records.
- Ensure discontinued, superseded or damaged samples are removed.
- Support the distribution of launch samples to the Sales team.
- Arrange sample courier collections and maintain appropriate records.
The Head of Trading Administration JD identifies sample control, showroom management and distribution as core activities within the function.
3. Customer Forms & Portals
- Complete customer new line forms and product setup documentation.
- Ensure customer submissions contain accurate and complete product information.
- Upload and maintain product information on customer portals.
- Support Buyers and Sales with product information, images and customer submissions.
- Maintain Brandbank and other product-data platforms as required.
- Highlight missing information that could delay customer setup or launch.
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These responsibilities sit within the customer administration and portal-management process described in the Head of Trading Administration role.
4. Shopify & Website Administration
- Create and maintain product information within Shopify.
- Ensure product descriptions, images and other relevant information are accurate.
- Highlight missing or inaccurate online product information.
- Support updates to product status where required.
- Assist with half-year and annual brochure information.
5. Trackers & Reporting
- Keep assigned Trading trackers accurate and up to date.
- Update NPD and ADV trackers with the latest information.
- Maintain promotion, clearance, winter sell-through and presell information as required.
- Chase Buyers and other stakeholders for missing information or outstanding actions.
- Highlight overdue actions or potential delays to the Head of Trading Administration.
- Distribute agreed reports and updates to relevant stakeholders.
6. Pricing, Costs & Freight Administration
- Process approved supplier cost changes accurately.
- Support updates to Business Central and relevant trackers.
- Maintain freight information within landed-cost trackers as required.
- Support the accurate maintenance of product costs, supplier information and customer-specific pricing.
- Highlight discrepancies to the Head of Trading Administration, Buyer, Supply Chain or Finance as appropriate.
7. Compliance Administration
- Support administrative submissions relating to packaging, environmental and product schemes.
- Maintain records relating to RAM, Valpak, Brandbank and UFI information where applicable.
- Work closely with QA to ensure required product setup information and documentation is complete.
- Maintain accurate commodity and supporting product information.
- Keep clear records to support customer queries, internal reviews and audits.
8. Artwork & Product Launch Support
- Support the administration of artwork sign-off.
- Ensure relevant information is available before artwork progresses.
- Track outstanding artwork or product information and chase actions where required.
- Support the coordination of administrative activities required to get products customer and launch ready.
Artwork sign-off and new-product launch administration form part of the end-to-end Trading Administration process.
9. General Trading Administration
- Respond to day-to-day administrative requests from the Trading team.
- Follow agreed Trading Administration processes, checklists and approval controls.
- Maintain accurate records and filing.
- Prioritise workload according to agreed deadlines.
- Escalate incomplete, unclear or urgent requests appropriately.
- Provide holiday and absence cover for other Trading Administration activities where trained.
- Support wider Trading projects and system improvements as required.
The wider function works across Trading, Sales, Customer Services, QA, Design, Supply Chain, Finance and overseas sourcing teams.
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Key Working Relationships
The Trading Administration Assistant will work closely with:
- Head of Trading Administration
- Trading Director
- Buyers and Assistant Buyers
- Sales and Customer Services
- Quality Assurance
- Design and Own Brand
- Supply Chain and Logistics
- Finance
- China and Poland sourcing teams
- IT and system support
These relationships mirror the cross-functional nature of the Trading Administration team.
Measures of Success
Success in the role will include:
- New lines set up accurately and on time.
- Product information complete and accurate.
- Assigned trackers kept current.
- Samples accurately logged and traceable.
- Customer forms and portal submissions completed within deadlines.
- Cost and pricing changes processed accurately.
- Outstanding information chased proactively.
- Errors or missing information identified before they create downstream issues.
- Good communication with Buyers and other departments.
- Administrative tasks followed through to completion.
These measures align with the wider function's objectives around data accuracy, timely new-line setup, sample and artwork completion, customer submissions and reducing downstream issues.
Skills & Experience
Essential
- Previous experience in an administration, buying support, sales support, commercial support or similar role.
- Strong organisational and administrative skills.
- Excellent attention to detail and accuracy.
- Good Excel skills and confidence working with trackers and data.
- Comfortable working across multiple systems.
- Ability to manage several tasks and competing deadlines.
- Strong written and verbal communication skills.
- Confidence chasing colleagues for missing information.
- A proactive, practical and solutions-focused approach.
- Ability to work effectively as part of a busy, fast-paced team.
Desirable
- Experience within wholesale, retail, FMCG, importing or consumer products.
- Experience supporting a Buying or Trading team.
- Experience with product setup or product master data.
- Experience using Microsoft Business Central or another ERP system.
- Experience with Shopify or customer product portals.
These have been scaled down from the more senior skills expected of the Head of Trading Administration, which include product lifecycle administration, data management, advanced Excel and ERP/Business Central experience.
Personal Attributes
- Highly organised and methodical.
- Strong attention to detail.
- Reliable and conscientious.
- Proactive and willing to chase actions.
- Comfortable working to deadlines.
- Good team player.
- Calm when priorities change.
- Takes ownership of tasks and sees them through to completion.
- Comfortable asking questions when information is incomplete.
- Keen to learn and develop within a Trading environment.
These reflect the qualities emphasised in the senior role, particularly organisation, reliability, proactivity, attention to detail and personal ownership.
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