Assistant Buyer & Administrative Coordinator

We are looking for a highly organized, reliable, detail-oriented Assistant Buyer & Administrative Coordinator to work directly with our Head Buyer for a growing beachwear retail business with 40+ locations and hundreds of vendors . This is an important support role for someone who can become the right hand to the Head Buyer and help manage the many day-to-day administrative and organizational responsibilities that come with overseeing a large number of vendors, products, and locations. The ideal candidate is someone who is extremely organized, takes initiative, follows through on tasks, and enjoys keeping things running smoothly behind the scenes. You should be comfortable working with spreadsheets, data entry, purchase orders, vendor paperwork, emails, and multiple priorities at once. Key Responsibilities Buying & Order Support Assist with creating and entering purchase orders and other order forms. Enter and maintain product, pricing, quantity, vendor, and order information accurately. Assist with preparing and organizing orders for multiple locations. Track orders from placement through delivery. Follow up with vendors regarding orders, confirmations, invoices, shipping, and outstanding information. Maintain accurate records of orders and vendor information. Assist with purchase order changes, cancellations, and updates. Help ensure all buying paperwork is accurate, organized, and completed on time. Administrative & Organizational Support Serve as the primary administrative support for the Head Buyer. Help organize and prioritize the Head Buyer's daily workload and responsibilities. Maintain spreadsheets, files, documents, vendor information, and other records. Keep track of deadlines, follow-ups, outstanding items, and tasks that need attention. Organize emails and help ensure important requests and follow-ups don't fall through the cracks. Prepare documents, reports, lists, and spreadsheets as needed. Assist with scheduling, meetings, calls, and other day-to-day administrative tasks. Help keep information organized across a large number of vendors and retail locations. Take ownership of recurring administrative tasks so the Head Buyer can focus on higher-level responsibilities. Be proactive about identifying things that need to be done and following through without constant supervision. The Ideal Candidate We are looking for someone who is extremely organized, dependable, proactive, and detail-oriented . The ideal person will: Have strong administrative and organizational skills. Be comfortable with data entry and working with spreadsheets . Have excellent attention to detail and accuracy. Be able to manage multiple tasks and priorities simultaneously. Be excellent at following up and making sure things get completed. Be comfortable communicating with vendors and internal team members. Be able to work independently and anticipate what needs to be done. Have strong written and verbal communication skills. Be proficient with Excel/Google Sheets, email, and standard office software. Be comfortable learning new ordering and inventory systems. Have a positive, can-do attitude and be willing to jump in wherever help is needed. Be trustworthy and comfortable handling confidential business information. What This Role Really Is This position is ideal for someone who enjoys being the person who keeps everything organized and makes sure nothing falls through the cracks . The Head Buyer manages a large number of vendors, orders, products, and locations and needs someone who can serve as a true right hand — someone who can take administrative responsibilities off their plate, keep track of details, follow up on outstanding items, organize information, and make the day-to-day operation of the buying department run more efficiently. The successful candidate will become an integral part of the buying team and will have the opportunity to take on additional responsibilities as they learn the business. Previous experience in buying, …

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