Buying Admin Assistant

Role overview

KAIIA THE LABEL is looking for a highly organised and detail-focused Buying Administration Assistant to support its busy Buying team in Manchester. This position plays an important part in the smooth running of day-to-day buying operations within a ladieswear, multi-product fast fashion business. The role offers hands-on exposure to buying administration, product data handling, and coordination across the supply chain in a fast-moving retail environment.

The selected candidate will help keep purchase orders, stock movement, delivery timelines, and supplier communication on track so that products arrive as planned and align with market demand.

Purchase order administration

• Support the buying team with creating and managing purchase orders across all product ranges.
• Enter order details accurately into the system, including styles, sizes, colours, pricing, and other product information.
• Follow up on order acknowledgements and supplier responses to keep everything moving on schedule.
• Check that all purchase orders fit the wider buying plan and seasonal timetable.

Stock tracking and order monitoring

• Monitor supplier orders to make sure delivery dates and inventory levels remain accurate.
• Keep order status reports current and track stock movement from supplier to warehouse.
• Work with suppliers and logistics contacts to resolve stock variances, delivery problems, and late orders.
• Help manage the product journey from order placement through to delivery.

Data entry and product information

• Maintain precise product and order records in the internal buying tracker.
• Support updates to pricing, delivery schedules, and product specifications so they stay aligned with the buying plan.

Supplier coordination

• Act as an administrative contact for external suppliers and the buying team.
• Keep regular communication going with suppliers to check progress against commitments and specifications.
• Chase samples, production updates, and order amendments where needed.
• Relay any last-minute product or timing changes clearly and accurately to suppliers.

Buying and product support

• Assist with product research, competitor review, and trend forecasting.
• Help manage sample flow so the team receives items on time for review and approval.
• Organise meetings, sample reviews, sample boards, buying presentations, and related materials.
• Provide admin support for launches and coordinate with other departments to help ensure product availability for promotions and sales activity.

Stock allocation and replenishment

• Track stock levels against sales patterns and support order quantities that match demand.
• Help produce replenishment orders and maintain healthy stock levels based on forecasts and sales results.

Reporting and general administration

• Handle ad hoc administrative tasks assigned by the buying team.
• Prepare and monitor seasonal product ranges and price lists.
• Create and maintain filing systems for product data, contracts, and supplier communications.

Internal coordination and communication

• Communicate effectively with design, marketing, merchandising, and logistics teams.
• Share updates on stock and orders and help suggest practical solutions when issues arise.
• Support the coordination of internal meetings and make sure deadlines and milestones are communicated.

Sales and demand review

• Review sales and stock information to spot trends, overstock, and low-stock risks.
• Carry out basic sales analysis to support improved buying decisions and strategy.

Experience and qualifications

A degree in Fashion Buying, Merchandising, Business, or a related subject is preferred but not required. The role requires at least 6 months of experience in a similar administrative or assistant position, ideally in fashion or fast fashion.

This opportunity suits someone who enjoys working in a fast-paced environment, has a strong interest in fashion, and is confident supporting multiple tasks with accuracy and pace.

Desired strengths

• Excellent organisation and the ability to manage several priorities at once.
• Strong attention to detail and a commitment to keeping information accurate.
• Clear written and verbal communication for supplier and internal liaison.
• Comfort using Microsoft Office, especially Excel, Word, and Outlook.
• A proactive approach to solving issues and improving processes.
• Collaborative working style and willingness to support wider team goals.
• Interest in fashion trends and the buying process.

Preferred capabilities

• Understanding of fashion retail, buying, and merchandising workflows.
• Exposure to reporting or data analysis tools.
• Ability to stay effective under pressure in a changing, fast-moving setting.

Personal qualities

• Self-starting and solution-focused.
• Flexible and adaptable to change.
• Consistently careful and precise.
• Dependable, punctual, and deadline-aware.
• Positive, energetic, and team-oriented.

Benefits

• Opportunity to grow within an expanding fashion brand.
• Staff discount on company clothing and products.
• Exposure to a creative, high-energy team environment.
• Competitive salary.

Additional information

This is a full-time, on-site role based in Manchester, England, United Kingdom. The position is part of a ladieswear multi-product fast fashion brand and sits within a dynamic buying function.