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Buyers Admin Assistant

Listing ID: 790965

Buyers Admin Assistant

Type of Position: Permanent Position
Company / Organisation / Artist Name: Figleaves
Location: Welwyn Garden City, Greater London, London, UK
Hours: Full Time
Specified Hours: 35 hours per week
Salary: Competitive
Twitter Handle: @
Deadline: Ongoing
Ad Expires In: 2 weeks 1 day
About: leads the world of intimate apparel e-tailers with the largest online collection of lingerie. We employ over 200 people, shipping lingerie, swimwear, menswear and much more to over 100 countries. Our Head Office is based in Welwyn Garden City and our Customer Services and Warehouse Operations Centre is in Suffolk.

In 2009 was named as one of Glamour magazine's top 50 companies to work for, and rather than just gloat about it we thought we'd tell you why and ask you to join in! No dress code, generous staff discount and benefits, plus plenty of holiday time create a relaxed atmosphere with plenty of lunchtime shopping! But these are just the perks...

Once we've wolfed down our free breakfast and chatted about the social committee's latest event, it's down to business. As a small company, each and every staff member is involved with growing the business, meaning that ideas are free flowing and always welcome.

We are currently recruiting for a Buyers Admin Assistant to join our fast paced buying team in our head office in Welwyn garden city. The buyer’s admin assistant requires strong attention to detail, passion for product and a willingness to learn.

Assisting in all aspects of the Buying process with particular focus on sample management, product data management, supplier liaison and general administration.  Maintaining the critical path for each seasons buying activity is crucial to ensure all deadlines are met.

The role

Sample Management

  • Ensuring samples are delivered on time and to critical dates for sign off deadlines
  • Samples must be treated with respect, put on hangers and steamed where required prior to any meeting
  • All fit and sealing samples to be logged in tracking sheets and handed to the Garment tech and logged on the weekly fit list
  • Samples to be returned to suppliers where required in a timely manner
  • All FOC samples for photography to be called up from the warehouse in advance of shoot days.  Publishing planning management is critical to maintaining dates
  • Samples handed over to studio to be logged for dates and deadlines agreed for re touching so these can be sent back to the warehouse.  Costs will be monitored for stock management across the business
  • Samples for trade to be pulled out in time for meetings ensuring these meet the required stats for best and worst sellers and tell a compelling story of trade for that week highlighting trends in customer shopping
  • Sample sales set up on a regular basis to clear old stock
  • Sample rails and cupboard to be a reflection on the department – neat, tidy and able to find required styles at short notice
  • Press and marketing samples to be called in as directed by the Buyer.  These should arrive in advance of deadlines and again be steamed and handed over in a formal manner.  All samples post shoot to be returned to department where required.
  • QC rejects and isolated stock – samples called up for issues from the warehouse again to be returned in a timely manner

Product Data Management

  • Ensure that new suppliers are set up on all systems in line with company policy
  • Post brand viewings or sign off styles to be added to the range plan accurately with all data required
  • Best and worst packs to be created with merchandising pre sign off
  • Sizing information to be received from brand in line with how style is signed off and ensure style set up reflects this
  • Agree key attributes with AB and Buyer to ensure product will having clear destination on site and reporting will be accurate
  • Agree any features at sign off and add product to these within range plan
  • Shortcode all products selected
  • Purchase order to be raised and sent to supplier (check with Merchandising and Buyer prior to sending to ensure that all stock is still required)
  • Resolve any issues with styles and purchase orders pre or post delivery: price issues, sizing issues, labelling or short coding.  These should all be managed swiftly and in liaison with supplier and Haverhill.

Critical Path Branded

  • Ensure dates for brand viewings are communicated to all key attendees on the team and are diarised
  • Prepare any information in advance of viewings to give to Buyer
  • All delivery deadlines should be clear and merchandising updated if any late deliveries or issues with production



  • Ensure communicate clearly in all meetings
  • Understand the purpose of the meeting and what is required of you e.g. minute taker
  • Presentation skills training ideal for new starters
  • Attend weekly channel meetings and ensure that completely aware of activity on department through trade and marketing events
  • Represent the department in absence of the AB
  • Be aware of key department calendar and deadlines the team are working to

 Competition and Customer

  • Regularly review key competition in the market relating to your department and to Figleaves in general
  • Feed into trade and Buyer any key learnings or exciting new developments in product
  • Follow Figleaves and key Fashion informers via social media and have an opinion about what is relevant to that customer
  • Understand the Figleaves customer through market data, internal data and have her at front of mind with everything we do
  • Work across all channels to ensure these messages are ‘live’ within the business
  • Be clear of department strategic initiatives and ensure contributing actively to deliver this strategy


  • Clear and concise communication is required at all times
  • Use the phone and not just email to speak to customers whether internal or external
  • Build strong relationships with suppliers and brands so you are the ‘go to’ for queries
  • Demonstrate Figleaves guiding principles in all aspects of what you do at Figleaves


  • Competitive salary
  • Flexible working hours
  • 25 days holiday per annum
  • Company pension scheme
  • Private medical insurance scheme
  • Life assurance
  • Generous staff discount
  • Childcare Voucher Scheme
  • Free on-site parking
  • Free tea and coffee
  • If you work at our head office you will have access to a free onsite gym

Application Form

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