Administrative Assistant - Retail Buying & Merchandising

About the Job

(Job Summary)

The Administrative Assistant - Retail Buying & Merchandising provides day-to-day administrative and operational support to the Director – Retail Buying & Merchandising. This role helps coordinate priorities across multiple retail stores located within the mall and the company’s hospitality properties. The position supports data entry, purchase orders, invoices, vendor communication, product documentation, inventory tracking, and merchandising initiatives in a fast-paced, multi-location environment.

What You Do:

(Duties/Responsibilities)

• Provide comprehensive administrative support to the Director – Retail Buying & Merchandising.
• Serve as an administrative point of contact for store leaders, hospitality teams, vendors, and internal business partners.
• Coordinate communication, deadlines, and documentation across multiple retail stores within the mall and hospitality properties.
• Maintain organized files, vendor records, product information, contracts, presentations, reports, and department correspondence.
• Assist with purchase orders, invoice processing, expense reports, payment documentation, and vendor onboarding.
• Track product orders, samples, shipments, deliveries, and outstanding vendor follow-ups.
• Support the preparation and maintenance of sales, inventory, allocation, and product performance reports.
• Update departmental trackers, merchandising calendars, assortment documents, store lists, and shared resources.
• Support inventory transfers and product allocation communication between store locations, as directed.
• Partner with Finance, Accounting, Marketing, Operations, store teams, and hospitality teams to support departmental priorities.
• Handle confidential information with discretion and assist with other retail buying, merchandising, and administrative duties as assigned.

This job description does not imply that the listed duties are the only responsibilities to be performed by the employee in this position. Employees may be required to carry out other job-related tasks assigned by their supervisor or management.

What You Bring to the Table:

(Requirements)

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business, Retail, Merchandising, Hospitality, or a related field is preferred.
• Two or more years of administrative support experience; experience supporting retail, buying, merchandising, fashion, or hospitality teams is preferred.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and locations.
• Excellent attention to detail and commitment to maintaining accurate records and documentation.
• Strong written and verbal communication skills.
• Professional and service-oriented approach when working with leaders, store teams, hospitality teams, vendors, and business partners.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with purchase orders, invoices, expense reports, inventory systems, merchandising systems, or retail reporting tools.
• Ability to work independently, exercise sound judgment, and take initiative.
• Ability to adapt to changing priorities in a fast-paced environment.
• Ability to maintain confidentiality and visit retail stores within the mall and hospitality properties as needed.