Senior Merchandising Operations Assistant

Job Overview

The Senior Merchandising Administration Assistant will provide high-quality administrative and operational support to the Merchandising team, helping maintain accurate product, purchase-order and inventory information across assigned categories. Working closely with Buying, Planning, Supply Chain, Warehouse, Finance, Content and other cross-functional teams, the role will support the smooth flow of merchandise from order placement through to delivery, receipt and online launch. The successful candidate will be highly organised, detail-oriented and confident managing multiple priorities in a fast-paced luxury fashion environment.

Key Responsibilities

• Maintain accurate product, purchase-order and inventory information across relevant systems, trackers and databases.

• Support the creation, maintenance and updating of purchase orders, ensuring product details, quantities, prices, currencies and delivery dates are recorded correctly.

• Review administrative processes and data entries completed by junior team members, helping to ensure accuracy and consistency.

• Work closely with Buyers, Assistant Buyers, Merchandisers and Planners to maintain order trackers and provide regular status updates.

• Follow up with suppliers regarding order confirmations, delivery timelines, shipping documentation, invoices and outstanding information.

• Coordinate with Warehouse and Logistics teams to monitor inbound shipments and investigate delivery discrepancies, shortages, overages or damaged merchandise.

• Support the processing of product receipts, cancellations, returns to vendors, transfers and other inventory adjustments.

• Assist with the reconciliation of purchase orders, invoices, deliveries and inventory records, escalating discrepancies where required.

• Prepare and maintain weekly reports, stock updates, order summaries and administrative analysis for the Merchandising and Buying teams.

• Maintain accurate product information, including descriptions, pricing, sizing, colour, composition, country-of-origin and sustainability details.

• Coordinate with Content, Production and Creative teams to ensure product information and assets are complete and available for online launches.

• Support the resolution of system, product or order-related issues by liaising with relevant internal teams and external partners.

• Assist with supplier onboarding, vendor documentation and the maintenance of brand and supplier records.

• Act as a knowledgeable point of contact for merchandising administration queries and provide guidance to less experienced team members where appropriate.

• Identify opportunities to improve processes, reporting, data quality and the efficiency of merchandising administration.

• Ensure all administrative tasks are completed accurately, proactively and within agreed timelines.

What We’re Looking For

• A bachelor’s degree in Fashion, Merchandising, Business Administration, Retail or a related field would be an advantage.

• 3–5 years of experience in merchandising administration, buying administration, retail operations or a similar role, preferably within fashion or luxury retail.

• Previous experience supporting or coordinating merchandising processes within a fast-paced retail environment.

• Strong knowledge of purchase-order management, product lifecycle, inventory control and retail operations.

• Excellent attention to detail, with the ability to maintain accurate records and identify data discrepancies.

• Strong organisational skills, with the ability to manage multiple tasks, priorities and deadlines effectively.

• Experience reviewing data and administrative work, with the confidence to provide guidance and support to colleagues.

• Strong analytical and problem-solving skills, with a proactive and solutions-focused approach.

• Excellent written and verbal communication skills, with the ability to build effective relationships with suppliers and cross-functional stakeholders.

• Proficiency in Microsoft Office, particularly Excel, including the ability to manage and analyse large data sets.

• Experience using ERP, merchandising, inventory-management or order-processing systems.

• Ability to work independently as well as collaboratively within a team.

• Ability to perform effectively in a fast-paced, deadline-driven environment.

• Fluency in English.

• An interest in luxury fashion, retail and product merchandising.

What We Offer

• A dynamic and collaborative workplace culture.

• Opportunities for professional development and career growth.

• Competitive salary and comprehensive employee benefits.

• Employee discounts and access to exclusive product promotions.

Ready to take the next step in your merchandising administration career? Apply now and join our team.