Purchasing Assistant

Job Summary

The Purchasing Assistant will support the procurement function by coordinating product sourcing, supplier relationships, Own Brand development, product information management, promotional activities, and purchasing administration. The role also supports new product launches, supplier compliance, reporting, and continuous process improvements to ensure the efficient delivery of purchasing objectives.

Key Responsibilities :

Product Development & Sourcing :

• Assist in the development and launch of Own Brand products.
• Coordinate Own Brand technical back-of-pack artwork and product specifications with external consultants and suppliers.
• Source seasonal and All-Year-Round (AYR) products from both existing and new suppliers.
• Research, identify, and approach new suppliers for new product opportunities and mass development projects.
• Support New Product Development (NPD) planning and coordinate operational activities to ensure successful product launches.
• Organize and coordinate Point of Sale (POS) materials and display stands with external partners, including prototype development.
  
  

Supplier Management :

• Build and maintain strong working relationships with suppliers.
• Organize and participate in supplier meetings, supporting commercial discussions and negotiations.
• Obtain supplier documentation, certifications, and technical information to ensure compliance with company and regulatory requirements.
• Maintain accurate supplier records and product documentation.
  
  

Supplier Marketing Support :

• Prepare and coordinate supplier marketing packages.
• Follow up with suppliers to secure monthly and quarterly marketing contributions.
• Coordinate supplier participation in promotional campaigns and marketing initiatives.
  
  

Product Information & Compliance :

• Prepare, maintain, and update product specification sheets, including product ranging, ordering information, and brochure content.
• Maintain accurate customer product information through specification sheets and customer web portals.
• Ensure all product information and supplier documentation are accurate, complete, and up to date.
• Support compliance requirements by maintaining product-related documentation and certifications.
  
  

Website & Digital Content :

• Update product images and product information on the company website.
• Add new products to website category pages on a quarterly basis.
• Coordinate Spring and Christmas website launches with external digital partners (e.g., Adlab).
• Set up and maintain customer portal accounts, ensuring information remains accurate and current.
  
  

Promotions & Project Coordination :

• Plan and upload promotional activities into AC Plus.
• Coordinate brochure production schedules and establish project timelines.
• Organize and lead weekly project meetings to ensure brochure and promotional deadlines are achieved.
• Support cross-functional teams during product launches and promotional activities.
  
  

Reporting & Analysis :

• Prepare monthly True Gross Profit (GP) reports by supplier.
• Produce weekly company tracker reports.
• Prepare quarterly delist reports and support supplier review meetings.
• Analyse purchasing data to support product ranging, supplier performance reviews, and commercial decision-making.
  
  

Continuous Improvement :

• Identify opportunities to improve departmental processes and operational efficiency.
• Support the implementation of automation and AI tools to streamline purchasing, reporting, supplier management, and administrative workflows.
• Contribute to continuous improvement initiatives that enhance procurement performance and productivity.
  
  

Required Qualifications :

• Bachelor's degree in Business Administration, Supply Chain Management, Procurement, Logistics, or a related field.
• Previous experience in a Purchasing Assistant, Procurement Assistant, Buying Assistant, Category Assistant, or Supply Chain support role.
• Strong administrative, organizational, and project coordination skills.
• Excellent communication and supplier relationship management abilities.
• Strong analytical skills with experie