Apparel and Licensing Administrative Assistant

A&L Administrative Assistant

Summary Description

The A&L Administrative Assistant provides critical administrative support to the Apparel & Licensing (A&L) Department with a focus on data accuracy, vendor communication, and internal coordination. This role ensures the smooth flow of merchandise information by managing receiving records, verifying invoices, purchasing orders, updating inventory data, and maintaining strong communication between A&L, WHSmith Accounting, and vendor partners.

This position is primarily office-based and ideal for someone who excels at organization, precision, and behind-the-scenes operational support. As experience grows, the role offers the opportunity to expand into more advanced A&L operational responsibilities.

Key Results Areas

• Data Entry & System Accuracy
• Vendor Communication & Documentation
• Shipping/Receiving Coordination (Administrative)
• Invoice Verification & Accounting Alignment
• Internal Communication & Department Support
• Inventory Information Management

Major Duties & Responsibilities

1. Administrative Support for Inventory & Receiving

• Process and verify incoming merchandise information in the applicable systems.
• Ensuring that purchase orders and shipping information are accurate and attainable.
• Communicate discrepancies to vendors or internal staff for quick resolution.
• Maintain organized digital and physical files for receiving records and vendor paperwork.
• Provide administrative support to the shipping/receiving team by ensuring system accuracy and documentation readiness.

2. Data Entry & System Management

• Enter product data, cost updates, UPCs, vendor details, and other merchandise information into dealership systems.
• Perform routine audits of system accuracy to support WHSmith Accounting and A&L leadership.
• Prepare inventory-related reports or documentation as requested.
• Uphold high attention to detail in all system entries.

3. Vendor & Internal Communication

• Serve as a communication bridge between A&L leadership, vendors, and WHSmith Accounting.
• Follow up with vendors to clarify product information, pricing discrepancies, or missing documentation.
• Communicate with internal departments to support A&L administrative needs (receiving, accounting, managers).
• Demonstrate professional, timely communication across email, phone, Teams, and internal messaging.

4. Departmental Administrative Support

• Assist A&L leadership with clerical tasks, scheduling needs, document preparation, and organizational projects.
• Support internal processes related to markdowns, pricing accuracy, and product launches by preparing necessary information and documentation.
• Help maintain accurate internal records for departmental workflows.
• Contribute to the efficiency of the A&L office environment by keeping workspaces organized and systems aligned.

5. Growth Development

• Learn foundational inventory control concepts and reporting.
• Gain exposure to the communication and coordination tasks typically handled by an A&L Coordinator.
• Participate in cross-department alignment projects to build a broader understanding of A&L operations.
• Assist with ongoing process improvements and administrative initiatives as skills develop.

Qualifications & Skills

• Strong organizational and administrative skills
• Exceptional attention to detail and accuracy
• Excellent written and verbal communication
• Ability to multitask and prioritize in a fast-paced office setting
• Comfort working with inventory systems, spreadsheets, and data (training provided)
• Prior administrative, accounting, retail back-office, or merchandising support experience preferred

Competencies

• Accuracy & Detail Orientation: Ensures error-free data entry and documentation.
• Professional Communication: Maintains strong, clear communication with vendors and internal teams.
• Confidentiality & Integrity: Handles internal documents and data with professionalism.
• Process Focus: Follows established workflows while identifying opportunities for improvement.
• Growth Mindset: Willing to learn expanded duties over time.

Working Conditions

• Primarily office-based, Monday-Friday, with minimal physical labor.
• Regular interaction with vendors, A&L leadership, accounting, and receiving staff.
• Occasional extended hours during major inventory periods or dealership-wide events.

EEO Statement

We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, age, national origin, disability, genetic information, or protected veteran status. We celebrate diversity and are committed to creating an inclusive environment for all employees