Buying Admin

Job Title: Buying Admin
Organisation: Dwellings Group
Location: Heartland Plaza Chaguanas
Reports To: Senior Buyer

About The Role     

The Buying Admin role provides structured, proactive, and highly accurate administrative and operational support to the Buying team by preparing reports, maintaining accurate data, and helping to ensure an efficient workflow across the department.  

The successful candidate will demonstrate strong organizational capability, disciplined attention to detail, and a collaborative, solutions‑focused mindset. They will operate with pace, curiosity, and accountability in a fast‑moving environment, while building strong relationships across the business and supply base.

If your strengths align with this role, we look forward to receiving your application!

Essential Functions

1. Prepare and circulate weekly sales and KPI reports to the Buying and Management teams to support analysis of category performance.
2. Prepare, submit, and update Purchase Orders for all stores, maintaining regular communication with international vendors to monitor order status and track backorders.
3. Create and maintain weekly purchase order status reports, ensuring all outstanding order information is accurate, detailed, and up to date.
4. Maintain the item database, including new item setup, price updates, and general product information.
5. Maintain an up-to-date supplier contact database and electronic product library.
6. Provide support and information to the Sales Team regarding special orders and supplier delivery timelines.
7. Process warranty and damage claims with suppliers in accordance with purchase agreement terms and communicate resolutions to the team.
8. Assist with inventory validation in the system by reconciling against supplier invoices and packing lists, and report discrepancies to the Buying Team.
9. Perform additional duties reasonably assigned within the scope of the position.

Requirements        

• Bachelor’s Degree in a relevant field of study.
• At least two (2) years’ administrative experience will be considered an asset.
• Strong proficiency in Microsoft Excel, including pivot tables, advanced formulas, data analysis, and working with large datasets.
• Strong analytical and organizational skills.
• Excellent interpersonal and communication skills.
• Proven ability to multitask and perform effectively under pressure.
• Ability to work collaboratively within a team and deliver results in a fast-paced environment.
• An appreciation for lifestyle and fashion retailing would be an asset