Buying Administration Assistant – Fast Fashion

About the role

We are looking for an organised and detail‑oriented Buying Administration Assistant to support our fast‑paced buying team at Kaiia the label. The role provides essential administrative assistance throughout the product buying process, ensuring orders, stock and delivery schedules are managed efficiently.

Key responsibilities

• Assist the buying team with raising and managing purchase orders for all product categories, ensuring accurate entry of styles, sizes, colours and prices.
• Track product orders from suppliers, maintain order status reports and monitor stock movement from supplier to warehouse.
• Enter and maintain product and order data in the internal buying order tracker, updating pricing, delivery schedules and specifications.
• Serve as the primary point of contact between the buying team and external suppliers for all administrative matters, chasing confirmations, samples and production updates.
• Support buyers with product research, competitor analysis, trend forecasting and sample flow coordination.
• Assist in stock allocation, replenishment monitoring and preparation of buying meetings, sample boards and presentations.

Required profile

• Organised and detail‑oriented with strong written communication skills.
• Ability to thrive in a fast‑paced fashion environment.
• Proactive approach to supplier coordination and issue resolution.

Required skills

• Data entry accuracy
• Purchase order management

What we offer

• Opportunity to gain hands‑on experience in fashion buying, data management and supply‑chain coordination.
• Exposure to a dynamic fast‑fashion brand and collaborative team environment.