Job Title
Buying Assistant
Reporting To
Senior Buyer
Purpose of the Role
The Buying Assistant is responsible for supporting the Buying team with product sourcing, purchase order management, inventory control and supplier coordination across UK, EU and Rest of World (ROW) suppliers. The role ensures products are accurately set up, ordered, received into stock and made available for sale while maintaining accurate purchasing and stock records.
The role also works closely with Warehouse, Content, Finance, Customer Service and Ecommerce teams to ensure smooth product launches and stock availability.
Key Responsibilities
Purchasing & Supplier Management
- Raise and manage purchase orders for UK, EU and ROW suppliers.
- Analyse sales history and stock levels to determine replenishment requirements.
- Build supplier orders using supplier portals and internal systems.
- Obtain purchasing approvals before placing orders.
- Maintain supplier documentation, invoices and purchasing records.
- Liaise with suppliers regarding orders, delivery dates and product information.
Inventory & Stock Control
- Monitor stock performance and identify low stock items.
- Produce daily stock reports and communicate stock priorities to the wider business.
- Maintain accurate stock records within Sage.
- Update stock locations and inventory information following warehouse receipts.
- Allocate stock to outstanding customer orders where required.
Product Administration
- Create and maintain new product records within Sage.
- Generate new SKU codes and maintain coding master files.
- Create barcodes for applicable products.
- Ensure all product data including weights, dimensions, carrier coding and classifications are accurate.
- Support new product launches by coordinating product information with internal teams.
Product Sourcing & Range Development
- Research and source new products from existing and prospective suppliers.
- Prepare range plans including costings and margin analysis.
- Present new product proposals for approval.
- Support seasonal range planning and buying projects.
Goods In & Warehouse Support
- Prepare Goods In documentation for warehouse deliveries.
- Coordinate incoming deliveries with warehouse teams.
- Monitor purchase orders through to receipt.
- Resolve stock discrepancies where required.
Product Launch Coordination
- Maintain arrivals trackers for all incoming purchase orders.
- Ensure products are ready for launch across ecommerce platforms.
- Work with Content and Ecommerce teams to ensure listings are completed on time.
- Produce supporting documentation including visuals and product information.
Financial Administration
- Maintain purchasing records and payment trackers.
- Request supplier payments in accordance with agreed payment terms.
- Ensure invoices and purchase orders reconcile correctly.
Systems Used
- Sage
- Microsoft Excel
- Microsoft PowerPoint
Knowledge & Experience
Essential
- Previous administration or buying support experience.
- Strong organisational skills with excellent attention to detail.
- Good analytical and numerical ability.
- Confident using Microsoft Excel.
- Ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills.
- Experience working with internal and external stakeholders.
Desirable
- Sage experience.
- Buying or merchandising experience.
- Experience managing purchase orders and stock control.
Key Skills
- Organisation and planning
- Attention to detail
- Commercial awareness
- Analytical thinking
- Problem solving
- Time management
- Communication
- Teamwork
- Data accuracy
- Supplier relationship management
Key Performance Indicators (KPIs)
- Accurate and timely creation of purchase orders.
- Stock availability and replenishment performance.
- Accuracy of product data and SKU setup.
- Timely processing of goods receipts.
- On-time completion of new product launches.
- Accuracy of stock records.
- Prompt processing of supplier payments.
- Efficient handling of refunds and free replacement requests.
- Effective cross-functional communication.
Role Summary
This role plays a key part in ensuring the end-to-end buying process runs efficiently—from sourcing and purchasing through to stock receipt, product setup and launch. The successful candidate will combine strong administrative skills with commercial awareness, ensuring products are available for customers while maintaining accurate systems, supplier relationships and internal processes.
Work Location: In person
