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Key Responsibilities and Required Skills for Merchandise Assistant

💰 $45,000 - $60,000

RetailMerchandisingBuyingFashionE-commerceSupply Chain

🎯 Role Definition

The Merchandise Assistant is the organizational backbone of the merchandising department, providing crucial administrative and analytical support to Buyers and Planners. This role is instrumental in ensuring the smooth execution of the product lifecycle, from initial purchase order creation to final delivery and in-store placement. You will be a central point of communication between vendors, internal teams (like marketing, logistics, and creative), and the buying office. This position offers an exceptional opportunity to learn the fundamentals of retail merchandising, develop a keen eye for product and trends, and build a career path toward becoming a Buyer or Merchant.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Retail Sales Associate or Key Holder
  • Merchandising or Buying Intern
  • Showroom Assistant
  • Administrative or Executive Assistant

Advancement To:

  • Assistant Buyer / Assistant Merchant
  • Associate Buyer / Associate Merchant
  • Merchandise Planner / Analyst
  • E-commerce Merchandiser

Lateral Moves:

  • Assistant Planner / Allocation Analyst
  • Marketing Coordinator
  • Product Development Assistant
  • Vendor Relations Coordinator

Core Responsibilities

Primary Functions

  • Manage the complete lifecycle of purchase orders (POs), from initial creation and accurate data entry into the ERP/PLM system to issuing revisions and ensuring timely confirmation from vendors.
  • Serve as a primary day-to-day contact for vendor communication, addressing inquiries regarding purchase orders, shipping status, product specifications, and compliance to maintain strong, collaborative partnerships.
  • Oversee the entire sample management process, including requesting, tracking, receiving, and organizing all product samples for design reviews, marketing photoshoots, and key milestone meetings.
  • Prepare and maintain detailed product information sheets and line lists, ensuring all data attributes (SKU, cost, retail price, style details) are accurate and up-to-date across all systems.
  • Generate and distribute weekly, monthly, and seasonal sales and inventory reports, analyzing key performance indicators (KPIs) like sell-through, weeks of supply, and margin to highlight business trends.
  • Assist the buying team in preparing for market appointments and assortment planning meetings by compiling historical sales data, trend research, and competitive analysis.
  • Track all inbound and outbound product shipments, proactively identifying and communicating any potential delays to the cross-functional team to mitigate business impact.
  • Maintain and organize the sample library and storage, ensuring products are readily accessible for meetings and reference.
  • Process and code vendor invoices, working closely with the finance department to resolve any pricing or quantity discrepancies in a timely manner.
  • Assist in the creation of visual merchandising directives and floor-set guides to ensure the product vision is executed effectively at the store level.
  • Conduct regular competitive landscape analysis, shopping competitor websites and stores to identify pricing strategies, new product launches, and emerging trends.
  • Collaborate with the e-commerce team to ensure all product information and imagery are accurately uploaded to the website for new product launches.

Secondary Functions

  • Support the Buyer in preparing presentations and product briefs for internal leadership and cross-functional team meetings.
  • Input and manage product markdown and promotional pricing data within the system as directed by the merchandising team.
  • Coordinate with the marketing and creative teams to ensure they have the necessary samples and product information for upcoming campaigns and photoshoots.
  • Prepare and ship sample packages to internal partners, external PR agencies, and influencers as needed.
  • Assist in proofreading and fact-checking marketing copy, catalog descriptions, and website product details for accuracy.
  • Participate in assortment review meetings, taking detailed notes and managing follow-up actions for the team.
  • Help resolve customer service escalations related to product quality, availability, or information discrepancies.
  • Manage team calendars and coordinate travel arrangements for market trips and vendor visits.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Excel Proficiency: Advanced skills are essential, including the ability to create and manage complex spreadsheets, use VLOOKUPs, HLOOKUPs, Pivot Tables, and conditional formulas for data analysis.
  • Retail Math Acumen: Strong understanding of key retail metrics such as margin, markup, sell-through percentage, inventory turn, and weeks of supply.
  • Data Entry & Systems Management: High level of accuracy and speed in data entry; experience with ERP, PLM (Product Lifecycle Management), or other merchandising software is a major plus.
  • Reporting & Analysis: Ability to pull data from various sources, create standardized reports, and perform basic analysis to identify trends and insights.
  • Purchase Order (PO) Management: Experience creating, tracking, and managing the full lifecycle of purchase orders.

Soft Skills

  • Exceptional Organization & Time Management: Proven ability to manage multiple competing priorities, tasks, and deadlines in a fast-paced environment without sacrificing quality.
  • Meticulous Attention to Detail: A sharp eye for accuracy is critical, especially when dealing with large datasets, purchase orders, and product information.
  • Proactive Problem-Solving: The ability to anticipate potential issues, identify problems as they arise, and take initiative to find solutions.
  • Strong Communication Skills: Clear, professional, and concise communication skills, both written and verbal, for effective collaboration with internal teams and external vendors.
  • Adaptability & Flexibility: Thrives in a dynamic environment where priorities can shift quickly; maintains a positive and resilient attitude.
  • Collaborative Spirit: A genuine team player who enjoys working with cross-functional partners to achieve common goals.
  • Passion for Product & Retail: A demonstrable interest in the retail industry, product trends, and the consumer market.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent relevant work experience.

Preferred Education:

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

Relevant Fields of Study:

  • Fashion Merchandising
  • Business Administration
  • Marketing
  • Finance or Economics

Experience Requirements

Typical Experience Range:

  • 0-2 years of experience in a corporate retail environment, relevant internship experience is highly valued.

Preferred:

  • At least one internship in a buying, planning, or merchandising department.
  • Prior experience in a retail store environment is a significant advantage.
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