Role: Merchandise Assistant - Junior
Pay Rate: $18- 23/hr.
Location: Framingham, MA Hybrid (T-W in office)

Assists and supports 2-4 Buyers and a Merchandise Manager on a variety of administrative and clerical functions. Communicates with approximately 50+ vendors across all merchants supported. 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 travel arrangements for assigned merchants and schedules vendor and agent visits at the corporate office. Creates and maintains spreadsheets to monitor weekly spend for merchants as necessary. Assists and supports Merchandise Assistants and merchants outside of assigned area, including other corporate buying offices, as needed.

Purchase Orders

• Prepares and writes domestic and import purchase orders. Enters and reviews electronic purchase orders through the Buyer Worksheet application. Revises purchase orders daily and follows the purchase order change process. Ensures all necessary signatures are obtained for letter of credit purchase orders.
• Partners with Planning & Allocation to expedite purchase order entry. Follows through with Planning & Allocation to ensure electronic purchase orders are addressed in a timely and accurate manner.
• Ensures accuracy and integrity of ASN/EDI purchase order information, including identifying ASN/EDI orders and contacting vendors for required information when needed.
• Pulls late lists weekly and follows up on all late purchase orders with vendors. Reviews ship dates and cancels or makes revisions as necessary. Receives authorization from the Buyer to approve vendor shipping extensions and renegotiate costs as needed. Follows up with traffic and transportation departments as needed.
• Tracks all purchase orders generated through the Buyer Worksheet system to ensure final purchase orders have been received.
• Assists with merchandise shipment follow-up and problem-solving for over/under shipments and vendor chargebacks or cost discrepancies.

Vendor Communication

• Communicates daily with vendors via telephone and email regarding purchase orders, allocations, problem-solving, and related matters. Plays an integral role in enhancing and maintaining strong working relationships.
• Fields and screens telephone calls for purchase order and non-purchase order-related matters, including prospective vendor inquiries, scheduling vendor appointments, and allocation inquiries. Initiates calls to vendors to obtain contact and address information and ensure vendor databases are accurate and up to date.

General Office Duties, Vendor Samples, and Special Projects

• Faxes, files, and photocopies purchase orders and other departmental forms. Develops effective organizational techniques to support merchants and operations, such as filing and binder systems.
• Organizes weekly reports for Buyers, including Buyer Control Files and On Order Inquiries.
• Coordinates weekly travel arrangements for 2-5 merchants and completes Merchandise Manager/Buyer itinerary paperwork, including scheduling market appointments.
• Assists and supports Merchandise Assistants and merchants outside of assigned area, including other corporate buying offices, as needed.
• Coordinates and schedules vendor and agent visits at the corporate office.
• Assists with the pre-production and production sample process, including tracking receipt of samples, setting up displays for buyer approval, and creating and maintaining binders.
• Opens and organizes sample packages for buyer review. Requests samples from vendors for strategy meetings and ensures samples are received and returned in a timely manner. Organizes and maintains the sample room and purges samples as needed.
• Maintains a pre-ticket address database and follows up with the Planning department and vendors to resolve pre-ticketed merchandise issues.
• Ensures compliance with applicable Sarbanes-Oxley requirements by obtaining required Buyer and Merchandise Manager signatures on purchase orders.
• Performs special projects as assigned or directed, such as pulling selling reports, preparing weekly spend grids, maintaining spreadsheets, and other administrative tasks.