Position Purpose

To provide vital administrative support to the Buyer and Assistant Buyer, ensuring the smooth running of the Buying Office, across all omnichannels (store, online & Airports), and both operational models (own buy and concession).

Principal Accountabilities

• Create all Purchase Orders for the department with the Seniors Buyers Clerk, ensuring all PO’s are confirmed and on the system ahead of the new season. Assist the Buyer with completing the Buyers Sheet, inputting data required for the order.
• Request order confirmations from the brands.
• Check the brands order confirmations against the Buyers sheet matching up data and making changes where relevant.
• Work with the PIM team and Merchandising data on article maintenance. Continuously maintain articles to ensure accuracy.
• Process customer special orders in-season.
• Create the department Look Book each season, highlighting the key season trends and featuring all the products bought for the season from each brand. Provide ad hoc presentations of the key styles, brands and exclusive products of the season for internal colleagues such as PR for their monthly newsletters and Publishing for the Harrods Magazine fashion shoots.
• Ensure merchandise is delivered on time by chasing deliveries and liaising with Distribution.
• Ensure that all key stakeholders, including the store retail team, airport retail team and the online team are kept up-to-date on deliveries and special orders. Provide brand stock information to the Replenishment Team to assist with distribution capacity planning.
• Investigate and resolve trouble shipments within 24hours.
• Achieve and maintain at least an 80% invoice match rate.
• Investigate and resolve mismatched invoices and invoicing queries.
• Action RTVs, working closely with the store and Airport retail team and distribution team on returning stock to the vendor and processing all returns on the system. Provide weekly trade reports for area as well as ad-hoc reports as required. Send sell through reports to each own buy supplier weekly and provide feedback on brands performance.
• Complete Magazine submissions and Social Media submissions monthly ensuring the best brands, products and trends are being featured.
• Attend regular floor walks with Retail Managers and Visual Merchandising to view new products being delivered and discuss how to display them.
• Conduct competitor shops to assess range, merchandise mix, price points and new labels for both online and in store
• Monitor and chase deliveries for online-managed concessions stock to ensure merchandise arrives on time.
• Resolve trouble shipments for online-managed concessions stock within 24 hrs. Administration / Office Organisation
• Ensure the office is organised; introduce filing systems / order stationary etc. Handle queries from brands, colleagues and customers - escalate where appropriate.
• Provide general administrative support to the wider team as required. Relationships
• Develop and maintain relationships with brands, the store retail team, the airport retail team, merchandising team and online trading team.
• Seek feedback regarding stock issues and customer comments from Retail Selling Team.

Communication

• Communicates clearly, confidently and in a professional manner at all levels both internally and externally
• Demonstrate an organised and systematic approach to getting things done
• Convey a professional image for Harrods at all times
• Handles sensitive information with the highest level of discretion and confidentiality

Key Performance Indicators (KPI’s)

• Gross sales vs plan
• Gross margin vs plan
• Stock turn vs target
• EBITDA Skills and Competencies
• PC literate, including Microsoft Word and Microsoft Excel.
• SAP knowledge preferable
• Excellent interpersonal and communication skills
• Excellent time-management skills and the ability to multi-task
• Flexibility and readiness to adapt to changing priorities
• Good attention to detail which will be evident through paperwork completed, organisation of department and sufficient stock levels
• Strong numeracy and analytical skills

Harrods Values

At Harrods, we ask everyone to believe in the Art of the Possible, to challenge the conventional view of what is possible and turn delivery into an art form. Our brand needs us to be Master of Luxury, Experts of Exceptional and Creators of Magic, As brands are made by people, our people have a really important role to play. We have five employee values that show us the way; We take pride, We Strive to Exceed, We are One, We are Human and We Build Trust. These values are the behaviours and ways of working that we attach the most importance to at Harrods. We use our values to illustrate how we want to be with each other, with customers, with suppliers and other stakeholders

Additional Requirements

• MS Office
• SAP knowledge preferable