[Hiring] Buyers Admin Assistant @Virtual Staff 365

Role Description

The Buyer Administration Assistant provides critical administrative and data support to the Buying team, enabling Buyers to focus on strategic range development, supplier relationships, and commercial decision‑making. This role is heavily focused on accurate data entry, documentation, compliance coordination, and supplier follow‑up, supporting the end‑to‑end product lifecycle from development through to launch. The position will work closely with Buyers, suppliers, and internal stakeholders to ensure product data, compliance documentation, and systems information are complete, accurate, and delivered on time.

• Buying & Product Administration
  • Complete and maintain Item Creation Sheets (ICS) accurately according to internal requirements
  • Manage and populate Salsify product data, coordinating with Buyers and suppliers to gather copy, specifications, images, and compliance details
  • Provide high-volume data entry support across internal systems
  • Ensure product information is complete, consistent, and aligned across all platforms
• Photography & Marketing Support
  • Prepare photography briefs with clear product details, styling notes, and deadlines
  • Coordinate and follow up on product information required for photography
  • Ensure all photography documentation is accurate and complete for Buying and Marketing teams
• Supplier & Compliance Coordination
  • Liaise with suppliers and Buyers to collect product and compliance documentation
  • Request and follow up on APCO documentation, BSCI certification, and other compliance requirements
  • Track and maintain compliance records, escalating missing documents or risks to Buyers
• Artwork & Packaging Support
  • Review artwork and packaging against the original brief to ensure accuracy in product details and branding
  • Identify and flag errors or discrepancies for Buyer review
  • Support packaging and artwork approval workflows
• Barcode & Product Checks
  • Scan and verify barcodes to ensure accuracy and system alignment
  • Review barcode documentation and report inconsistencies
  • Maintain organised records of barcode checks and approvals
• General Administration & Team Support
  • Provide administrative support between Buyers and suppliers
  • Follow up on outstanding information to meet critical path deadlines
  • Maintain organised digital records and documentation
  • Assist with process improvements within Buying administration

Qualifications

• Strong administrative and data entry experience, ideally within buying, merchandising, sourcing, or supply chain
• High attention to detail with the ability to manage large volumes of data accurately
• Strong written English communication skills (email‑based supplier communication)
• Ability to follow processes, briefs, and critical paths
• Confidence liaising with international suppliers and internal stakeholders
• Strong organisational and time‑management skills

Requirements

• Accuracy and attention to detail
• Process‑driven and methodical working style
• Strong follow‑up and accountability
• Ability to work autonomously while supporting multiple stakeholders
• Clear written communication

Benefits

• Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Full-time job
• HMO
• Annual leave
• Christmas Bonus equivalent to 1 month's wage (pro-rata)