Job Description

The Merchandise Administrative Assistant is responsible for providing essential support to the merchandising team by handling administrative tasks, coordinating product information, and ensuring smooth operations within the department. Your role will be key in managing the office operations (i.e. printer, manage samples organization and documentation, facilitating communication between teams, and assisting with various merchandising functions to ensure that the department operates efficiently and effectively. The Merchandise Administrative Assistant will play a critical role in building a positive work culture, driving employee involvement, and supporting change management efforts within the retail organization.

DUTIES/RESPONSIBILITIES:

• Provide administrative support to the merchandising team, including scheduling meetings, preparing reports, and managing correspondence.
• Assist in the preparation and maintenance of merchandise documentation, including product specifications, purchase orders, and vendor agreements.
• Coordinate and track the flow of merchandise between suppliers, warehouses, and retail locations to ensure timely delivery and accurate inventory levels.
• Manage and update merchandising databases and systems, ensuring all product information is accurate and current.
• Prepare and distribute merchandise reports, including sales performance, inventory levels, and product availability.
• Handle inquiries from vendors, stores, and other departments, providing timely and accurate information as needed.
• Support the merchandising team in organizing and executing product presentations, seasonal buying meetings, and promotional events.
• Monitor and maintain office supplies and equipment, ensuring the department is well-equipped to perform its functions.
• Oversee breakroom and office cleanliness coordination, including ordering and stocking cleaning products, snacks, beverages, and other shared resources.
• Coordinate with internal teams and external vendors for the replenishment of breakroom and office supplies.
• Serve as the point of contact for logistics related to departmental meetings, celebrations, and special events, including room setup, catering orders, and materials preparation.
• Maintain organized sample storage areas and lead any restructuring or cleanout initiatives as needed.
• Build and maintain strong vendor relationships to ensure timely and cost-effective supply ordering.
• Provide light support for internal engagement efforts and assist with communications related to department morale and culture initiatives.
• Performs other duties as may be assigned.

REQUIRED SKILLS/ABILITIES:

• Strong organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with team members, vendors, and other stakeholders.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with merchandising and inventory management software.
• Attention to detail and accuracy in managing and recording information.
• Ability to work independently and collaboratively within a team environment.
• Problem-solving skills with a proactive approach to addressing administrative and operational challenges.
• Comfortable coordinating logistics and maintaining vendor relationships.

EDUCATION/EXPERIENCE:

• Associate’s or bachelor’s degree in business administration, Merchandising, or a related field preferred.
• 1-2 years of experience in an administrative support role, preferably in a retail or merchandising environment.
• Familiarity with merchandising processes and inventory management is a plus.
• Previous experience with office management software and tools is advantageous.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to sit. The employee must frequently use their hands to handle or feel objects and must be able to speak and hear clearly.
• The employee may occasionally need to lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision, distance vision, and depth perception.
• The employee must be able to work effectively in a fast-paced environment.

GENERAL INFORMATION:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Equal employment opportunities are provided to all employees and applicants for employment. Discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. is prohibited.

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