Merchandise Assistant

Responsible to maintain the Omega and AX Systems and to provide additional support to the planner(s) in fulfilling orders whilst assisting the buyer with day-to-day administrative duties.

Key Performance Areas (KPAs)

AX and Omega maintenance

• Create order codes, SKU/Items and price lists within our systems
• Responsible to link SKU’s from item to order code per activity
• Ensure the instalment set-up maintenance for 6, 12 and 16 months is required
• Create product action batches and codes as required
• Ensure all correct gifts and discounts are linked to the offer as per the brief and / or as per instructed by the planner

Administration

• Save images on a weekly basis in a logical manner onto the MAC once Crocodocs have been send
• Ensure accurate preparation for presentations / internal meetings / PowerPoint presentations / stickers and boards for concepts as well as briefs for Tele
• Assist the quality manager with tasks such as measuring and packing of items when required
• Attend and brief Tele supervisors monthly on newness and any significant changes within the area
• Ensure that all DHL invoices are signed by the buyer and returned to the finance department – update spreadsheets with cost and relevant information and reconcile courier invoices accurately by checking the invoices received against the courier company’s list, and reporting any discrepancies to the buyer
• Assist the buyer with the monthly review preparation and conceptual by photocopying, scanning and/or writing of information to ensure timeous reporting
• Ensure that the map sheets are updated timeously and correctly, according to the buyer, to create a solid and accurate point of reference
• File all administrative documents accurately and timeously to ensure that documents are easily accessed
• Responsible for managing the catalogue library by ensuring that new catalogues are replaced with the old catalogues when they are received and immediately filing the old catalogues
• Assist with any other ad hoc duties as and when requested
• Sample Responsible to track parcels by contacting the agents at courier company services on a daily basis for collection when samples have been ordered by the buyer
• Ensure that samples are available when buyer requires it for internal photography, within 3 days, or as per buyers request
• Ensure that the samples are allocated correctly and it is in its place for easy access, either in the store room or sample room
• Track samples by means of a spreadsheet and/or log book and keep awareness of where samples are at all times
• Organise sample sales to staff and ensure correct price mark downs
• Responsible to collect money from staff during the sample sale and accurately reconciling the amounts received
• Manage samples from and to the Warehouse by emailing the request through to the Warehouse to despatch samples required, to Head Office.
• Record the receipt of samples received from the Warehouse and samples returned to the Warehouse accurately in writing,
• Update merchandise sample status spreadsheets and present to the creative team on a weekly basis whilst keeping the buyer and planner informed
• Ensure and report that the samples have been transacted by WFS
• Update the shipment samples by communicating via email with the buyer, planner and quality manager
• Track the shipment samples on a daily basis, via email, that needs to be called on, by communicating with the buyer, planner and quality Manager
• Assist the buyer with the packing and/or sorting of samples received, when they arrive from their overseas trip

Supper liason

• Follow up on buying and pre-production samples/status on bar codes/packing instructions by liaising with the suppliers via email /telephonically or face-to- face to ensure that the product is correctly labelled and marked for shipment
• Follow through on any packaging instructions and liaise with supplier, to ensure that each product is correct for shipment

Supplier purchase orders

• Order creation and follow-up until order is delivered on time
• Ensure weekly updates of supplier order screen in Omega
• Create supplier order to finance dept. for local suppliers
• Maintain a monthly update of local supplier delivery schedule and update on COD suppliers to Finance dept.
• Responsible to follow-up with suppliers to ensure delivery dates are met

Qualifications

• Matric (Grade 12)

Experience & Skills

• Must be computer literate (MS Excel, MS Word & MS PowerPoint)

Attributes & Behaviours

• High attention to detail
• Above average interpersonal skills
• Exceptional communication skills (both verbal and written)
• Ability to work well under pressure and independently
• Self-starter with high energy levels
• Proactive and committed to seeing things through from beginning to end