Assists and supports 2-4 Buyers and an AVP, Merchandise Manager on a variety of administrative and clerical functions. Communicates with approximately 50+ vendors between all merchants they support. Monitors and edits domestic and import purchase orders and follows up on allocations and late vendor shipments. Interfaces with all levels of management and communicates with multiple internal and external contacts on a routine basis. Coordinates all travel arrangements for assigned merchants and sets up vendor and agent visits in the home office. Creates and maintains spreadsheets to monitor weekly spend for merchants as necessary. Assists and supports Merchandise Assistants and merchants outside of own area to include corporate buying offices as needed.
Major Areas of Responsibility
Purchase Orders • Prepares and writes domestic and import purchase orders. Enters and reviews electronic PO's via the Buyer Worksheet application. Revises purchase orders daily and follows the purchase order change process. Ensures all necessary signatures are obtained for a letter of credit PO. • Partners with Planning & Allocation to expedite PO entry. Follows through with P&A to ensure electronic PO's are addressed in a timely and accurate manner. • Ensures accuracy and integrity of ASN/EDI PO information including identifying ASN/EDI orders and contacting vendors for required information when needed. • Pulls late lists weekly and follows up on all late PO's with vendors. Reviews ship dates and cancels or makes revisions as necessary. Receives authorization from Buyer to approve vendor shipping extensions and renegotiate costs as needed. Follows up with traffic/transportation departments as needed. • Tracks all PO's generated through the buyer worksheet system to ensure final PO has been received. • Assists in merchandise shipment follow up and problem solving for over/under shipments and vendor charge-backs/cost discrepancies.
Vendor Communication • Communicates daily with vendors via telephone and email regarding purchase orders, allocations, problem solving, etc. Plays an integral role in enhancing and maintaining strong working relationships. • Fields and screens telephone calls for PO and non-PO related matters to include prospective vendor inquiries, scheduling vendor appointments and allocation inquiries. Initiates calls to vendors to solicit contact and address information to ensure vendor databases are accurate and updated