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Key Responsibilities and Required Skills for Group Buyer Assistant

💰 $45,000 - $65,000

ProcurementSupply ChainRetailAdministrative Support

🎯 Role Definition

Are you a highly organized and ambitious professional looking to build a career in procurement and supply chain management? We are actively searching for a motivated Group Buyer Assistant to join our fast-paced team. In this pivotal support role, you will be the right hand to our Group Buyer, playing an essential part in the entire procurement lifecycle. You will be instrumental in managing administrative tasks, analyzing critical purchasing data, and fostering strong relationships with our network of suppliers. This is a fantastic opportunity for someone with a keen eye for detail and a passion for product to make a significant impact on our business operations and grow within a collaborative environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Coordinator
  • Procurement Intern or Co-op
  • Retail Stock or Inventory Associate
  • Data Entry Clerk with an interest in purchasing

Advancement To:

  • Assistant Buyer or Junior Buyer
  • Buyer or Associate Category Manager
  • Procurement Specialist
  • Supply Chain Analyst

Lateral Moves:

  • Inventory Planner / Analyst
  • Logistics Coordinator

Core Responsibilities

Primary Functions

  • Create, issue, and meticulously track purchase orders (POs) from inception to final delivery, ensuring all details regarding quantity, specifications, and pricing are accurate.
  • Serve as a primary point of contact for daily supplier communications, proactively resolving issues related to order status, shipping discrepancies, and invoicing to maintain strong vendor relationships.
  • Conduct detailed analysis of sales data, market trends, and inventory levels to identify purchasing needs and support the Group Buyer in making informed procurement decisions.
  • Manage and organize product samples, coordinating their movement between suppliers, quality control, and merchandising teams for review and approval.
  • Maintain and update the product information database and ERP/MRP system with accurate data, including item costs, supplier details, lead times, and order quantities.
  • Monitor inventory levels across various locations, flagging potential stock-outs or overstock situations to the buying team for timely action.
  • Prepare and generate regular reports on key procurement metrics, such as supplier performance, spend analysis, on-time delivery rates, and inventory turnover.
  • Assist the Group Buyer in preparing for and participating in supplier negotiations by gathering relevant data, performance history, and market pricing.
  • Reconcile purchase orders with supplier invoices and shipping documents, investigating and resolving any discrepancies to ensure accurate financial processing.
  • Collaborate closely with the logistics and warehouse teams to coordinate inbound shipments, ensuring a smooth and efficient receiving process.
  • Actively research and identify potential new suppliers that align with our quality, cost, and ethical sourcing standards.
  • Assist in the product lifecycle management process, including setting up new items in the system and managing the discontinuation of old ones.
  • Support the onboarding process for new vendors, ensuring all necessary documentation and system setups are completed accurately and efficiently.
  • Track critical path timelines for product development and launch, ensuring all purchasing milestones are met to support on-time market entry.

Secondary Functions

  • Liaise with the Accounts Payable department to ensure timely payment of supplier invoices and resolve any payment-related queries.
  • Support the quality assurance team by communicating product quality issues to suppliers and tracking the resolution process.
  • Assist in maintaining an organized library of supplier contracts, pricing agreements, and other important procurement documents.
  • Participate in cross-functional team meetings to provide updates on purchasing activities and align with sales, marketing, and operations goals.
  • Support ad-hoc data requests and exploratory data analysis to uncover new opportunities for cost savings or process improvements.
  • Contribute to the continuous improvement of procurement processes and systems by providing user feedback and suggesting enhancements.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.

Required Skills & Competencies

Hard Skills (Technical)

  • MS Excel Proficiency: Advanced ability to use Microsoft Excel, including VLOOKUPs, pivot tables, SUMIFs, and complex formulas for data analysis and reporting.
  • ERP/MRP Systems: Hands-on experience with Enterprise Resource Planning (ERP) or Material Requirements Planning (MRP) systems (e.g., SAP, Oracle, NetSuite).
  • Data Analysis: Strong analytical skills with the ability to interpret sales figures, inventory reports, and market data to provide actionable insights.
  • Purchase Order Management: Solid understanding of the purchase order lifecycle and experience in creating and managing POs.
  • Reporting Skills: Ability to generate, format, and present clear and concise reports for management review.

Soft Skills

  • Attention to Detail: Meticulous and thorough, with a commitment to accuracy in data entry, order processing, and communication.
  • Organizational Skills: Exceptional ability to manage multiple tasks, prioritize effectively, and meet tight deadlines in a dynamic environment.
  • Communication: Excellent written and verbal communication skills, with the confidence to interact professionally with internal teams and external suppliers.
  • Problem-Solving: Proactive and resourceful in identifying issues, investigating root causes, and implementing effective solutions.
  • Interpersonal Skills: A collaborative team player with the ability to build and maintain positive working relationships.
  • Negotiation Acumen: Foundational negotiation skills and a desire to develop them further by supporting senior buyers.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED required. Associate's Degree in a related field is a strong plus.

Preferred Education:

  • Bachelor's Degree from an accredited four-year college or university.

Relevant Fields of Study:

  • Business Administration
  • Supply Chain Management
  • Finance or Economics
  • Merchandising

Experience Requirements

Typical Experience Range: 1-3 years of experience in an administrative, coordination, or analytical role within a purchasing, supply chain, or retail environment.

Preferred: Direct experience as a purchasing assistant, buying assistant, or in an inventory control role. Experience within the specific industry (e.g., consumer goods, manufacturing, fashion) is highly desirable.

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