Merchandising & Buying Administrator
Role Overview
The Merchandising Administrator is responsible for providing essential administrative and analytical support to the Merchandising and Buying teams, ensuring the smooth day-to-day management of product ranges across retail stores and ecommerce channels.
This role plays a key part in maintaining accurate stock and product data, supporting inventory management processes, and assisting with the execution of seasonal and promotional trading plans. Working within a fast-paced beauty retail environment, the Merchandising Administrator will help ensure products are available to customers at the right time while supporting the wider team in delivering sales, profitability and stock objectives.
The ideal candidate will be highly organised, numerically confident, detail-oriented, and eager to develop a career within merchandising, retail planning, or commercial operations.
Key Responsibilities
Stock & Inventory Administration
Maintain accurate stock records across stores, distribution centres and ecommerce fulfilment locations.
Monitor stock availability and highlight potential shortages, overstocks or replenishment issues.
Support stock allocation and replenishment activities to ensure products remain available across all sales channels.
Assist with stock transfers between stores, warehouses and fulfilment centres when required.
Monitor incoming deliveries and update systems to ensure inventory information remains accurate.
Purchase Order & Supplier Administration
Raise, maintain and amend purchase orders within merchandising systems.
Track supplier confirmations, shipment schedules and expected delivery dates.
Ensure all product and order information is accurately recorded and updated.
Liaise with suppliers and internal departments to resolve discrepancies relating to orders, deliveries or stock issues.
Support the management of critical path timelines to ensure products are delivered on schedule.
Reporting & Data Management
Produce daily, weekly and monthly sales and stock reports for the merchandising team.
Maintain reporting tools and spreadsheets used to support trading decisions.
Assist in analysing sales performance, stock levels and inventory productivity.
Support the preparation of trade packs and reporting for weekly trading meetings.
Ensure data accuracy across all merchandising systems and reports.
Product & Range Administration
Support the setup and maintenance of product information across merchandising systems.
Assist with the creation of new product records, ensuring all product attributes, pricing and descriptions are accurately entered.
Maintain range plans and product trackers throughout the product lifecycle.
Support product launch activities by ensuring stock and system readiness ahead of launch dates.
Assist in monitoring product performance and maintaining continuity lines.
Ecommerce & Omnichannel Support
Monitor stock availability across online and store channels to support a seamless customer experience.
Assist with maintaining accurate online stock positions and product information.
Support ecommerce trading activity by providing stock and sales reporting.
Work with cross-functional teams to ensure stock is available for online promotions, launches and campaigns.
Cross-Functional Collaboration
Build strong relationships with Buying, Merchandising, Supply Chain, Ecommerce, Retail Operations and Finance teams.
Support communication between departments to ensure accurate and timely flow of information.
Assist with resolving operational issues relating to stock, deliveries and product availability.
Participate in team meetings and contribute to ongoing process improvements.
Administrative Support
Manage merchandising documentation, trackers and filing systems.
Prepare reports, presentations and meeting materials for the merchandising team.
Support ad hoc analysis and administrative projects as required.
Ensure all merchandising processes are completed accurately and within agreed deadlines.
Person Specification
Essential Requirements
Experience
Previous administrative, retail, inventory, planning or analytical experience.
Experience working in a fast-paced retail or commercial environment is advantageous.
Numerical & Analytical Skills
Strong numerical aptitude with confidence working with data and spreadsheets.
Ability to identify trends, discrepancies and opportunities within sales and stock information.
Systems & Technical Skills
Intermediate to advanced Excel skills, including:
Pivot Tables
XLOOKUP/VLOOKUP
SUMIFS
Conditional Formatting
Basic reporting and analysis
Comfortable learning and using merchandising, ERP and inventory management systems.
High level of confidence working with large volumes of data.
Organisation & Attention to Detail
Excellent attention to detail and accuracy.
Strong organisational skills with the ability to manage multiple tasks simultaneously.
Ability to work effectively under pressure and meet deadlines.
Communication
Strong written and verbal communication skills.
Ability to build effective working relationships across multiple departments.
Confident communicating information clearly and professionally.
Commercial Awareness
Interest in retail, beauty and consumer trends.
Understanding of the importance of stock availability, customer experience and commercial performance.
Key Competencies
Exceptional attention to detail.
Strong organisational and time-management skills.
Proactive and solutions-focused mindset.
Analytical thinking and problem-solving capability.
Collaborative team player with strong interpersonal skills.
Adaptable and flexible in a fast-paced retail environment.
High level of accuracy and accountability.
Desire to learn and develop a long-term career within merchandising and retail planning.
Customer-focused approach with an understanding of how operational excellence supports the overall shopping experience.
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