Designer Exchange is looking to hire a new Administrative Assistant to join our dynamic, ever-growing team.  We are looking for a proactive individual who can work in a fast-paced environment and has great problem-solving skills.

What the Admin Assistant will do…

Studio Buying Support:

• Support Studio Buying operations by receiving, logging, and organising items from stores and online quotations for authentication and buying processing.
• Coordinate item workflows, including authentication preparation, payment processing, and rejection handling and stock labelling.
• Liaise with Buying, Stores, WeCare and Logistics teams to ensure smooth item processing and resolution of discrepancies.
• Assist in maintaining studio organisation, including administrative coordination, supply management, and operational readiness.

Customer Experience Support:

• Provide professional and timely email communication with customers regarding revised quotations, missing information, rejected items, and updates on item status.
• Ensure accurate handling of customer information and coordinate resolutions between customers and internal teams.
• Support rejection and return processes, ensuring clear communication and efficient coordination with logistics and relevant departments.

Systems Management & Operational Tracking:

• Maintain accurate tracking of product status, payments, and workflows using internal systems such as Centralisation Tracker, Portal, Dash, MEPos and others.
• Ensure accurate payment processing, banking reconciliation, and system updates.
• Identify, investigate, and resolve discrepancies in product data, labels, and system records.
• Maintain accurate documentation, trackers, and internal reports to support operational transparency and efficiency.

Product Data & Attribute Management:

• Maintain accurate product data across internal systems by reviewing inventory and updating key attributes such as category, brand, material, condition, size, style, RRP, and country of manufacture.
• Ensure data accuracy and consistency through regular checks, discrepancy resolution, and clear documentation of standards and workflows.
• Create clear, customer-focused product descriptions to improve usability and shopping experience.
• Report daily on pending updates, issues, and actions.

Commercial, Operational & Cross-Functional Support:

• Support buying and trading decisions through reliable product information and structured data.
• Work closely with Studio, Stores, and E-commerce teams to ensure accurate attribution and smooth workflow coordination.
• Audit stock pending authentication and photography to ensure readiness.
• Contribute to process improvements, automation, and team support on product systems and standards.

Working Conditions:

• The role will require a full-time 40-hour working week, and may require working evenings, weekends and holidays as per the Studio/Store operating hours and needs of the business.
• Physical requirements include standing for extended periods and lifting/moving stock as necessary