Buying Administrator

We are looking for an organized, rigorous person with attention to detail, who handles constant communication well in a fast-paced international environment.

🎯 Requirements

• At least 1-2 years of experience in a purchasing, operations, or logistics administrative role.

• Education in Administration, International Trade, Fashion Management, or similar.

• High level of Excel / Google Sheets (filters, pivot tables, VLOOKUP or similar).

• Professional English for communicating with international suppliers.

• Organized profile, with attention to detail.

• Proactivity to anticipate delays and incidents.

• Clear communication with suppliers and other departments.

• Ability to manage multiple tasks at once in a dynamic environment.

⭐ We will especially value

• Previous experience in fashion or retail brands.

• Experience with ERP or order management tools.

• Basic knowledge of foreign trade and shipping documentation.

• Interest in streetwear and urban culture.

🚀 What we offer

• Be part of one of the fastest-growing fashion brands.

• Learn from the inside how the purchasing area of a fashion brand with international suppliers works.

• A key role in the day-to-day of the buying team, with a direct impact on the business.

• Work alongside a young, ambitious team focused on excellence.

• Professional development within the purchasing and product area.

• High level of autonomy and capacity for growth within the company.

We are looking to hire a Buying Admin to join the Purchasing team. You will be responsible for ensuring that every order is placed, arrives, is paid for, and is recorded without errors, so that the buying team can focus on product and suppliers.

You will work with the Buying team, reporting to the Head of Buying / Buying Manager. You will be the point of reference for the operational and administrative management of purchases and will be in daily contact with suppliers and factories from different countries, as well as with the Finance, Warehouse and Logistics, and Product and Quality teams.

📦 Responsibilities

• Register new products in the system, with one SKU per reference, color, and size according to the brand's nomenclature.

• Generate and assign barcodes (EAN) for each SKU, checking that there are no duplicates or errors, and sharing them with suppliers (for labeling), the warehouse, and e-commerce.

• Keep the item master data up to date.

• Record and manage incidents with suppliers (delays, shortages or excesses of units, size or color errors, and quality defects) until they are closed, coordinating with the supplier, warehouse, and quality departments.

• Maintain a history of incidents per supplier to help the team make decisions.

• Control the supplier payment calendar (advances and final payments) according to each supplier's conditions.

• Cross-check invoices against orders and receipts before sending them for validation, and coordinate with Finance to ensure payments are made on time.

• Request and review packing lists before each shipment, checking that they match the order (references, sizes, quantities, and number of packages).

• Share packing lists with the warehouse and logistics teams to prepare for reception and detect discrepancies in a timely manner.

• Keep the master purchasing file (orders, statuses, delivery dates, payments, and incidents) up to date so that the information is reliable.

• Prepare reports and summaries whenever the team needs them.

• Support the buying team with day-to-day administrative tasks, communication with suppliers, and the organization of documentation (spec sheets, samples, contracts).

• Collaborate in the preparation of meetings, seasons, and launches.