Apparel and Licensing Administrative Assistant
About The Position
The A&L Administrative Assistant provides critical administrative support to the Apparel & Licensing (A&L) Department with a focus on data accuracy, vendor communication, and internal coordination. This role ensures the smooth flow of merchandise information by managing receiving records, verifying invoices, purchasing orders, updating inventory data, and maintaining strong communication between A&L, WHSmith Accounting, and vendor partners. This position is primarily office-based and ideal for someone who excels at organization, precision, and behind-the-scenes operational support. As experience grows, the role offers the opportunity to expand into more advanced A&L operational responsibilities.
Requirements
- Strong organizational and administrative skills
- Exceptional attention to detail and accuracy
- Excellent written and verbal communication
- Ability to multitask and prioritize in a fast-paced office setting
- Comfort working with inventory systems, spreadsheets, and data (training provided)
- Accuracy & Detail Orientation: Ensures error-free data entry and documentation.
- Professional Communication: Maintains strong, clear communication with vendors and internal teams.
- Confidentiality & Integrity: Handles internal documents and data with professionalism.
- Process Focus: Follows established workflows while identifying opportunities for improvement.
- Growth Mindset: Willing to learn expanded duties over time.
Nice To Haves
- Prior administrative, accounting, retail back-office, or merchandising support experience preferred
Responsibilities
- Process and verify incoming merchandise information in the applicable systems.
- Ensuring that purchase orders and shipping information are accurate and attainable.
- Communicate discrepancies to vendors or internal staff for quick resolution.
- Maintain organized digital and physical files for receiving records and vendor paperwork.
- Provide administrative support to the shipping/receiving team by ensuring system accuracy and documentation readiness.
- Enter product data, cost updates, UPCs, vendor details, and other merchandise information into dealership systems.
- Perform routine audits of system accuracy to support WHSmith Accounting and A&L leadership.
- Prepare inventory-related reports or documentation as requested.
- Uphold high attention to detail in all system entries.
- Serve as a communication bridge between A&L leadership, vendors, and WHSmith Accounting.
- Follow up with vendors to clarify product information, pricing discrepancies, or missing documentation.
- Communicate with internal departments to support A&L administrative needs (receiving, accounting, managers).
- Demonstrate professional, timely communication across email, phone, Teams, and internal messaging.
- Assist A&L leadership with clerical tasks, scheduling needs, document preparation, and organizational projects.
- Support internal processes related to markdowns, pricing accuracy, and product launches by preparing necessary information and documentation.
- Help maintain accurate internal records for departmental workflows.
- Contribute to the efficiency of the A&L office environment by keeping workspaces organized and systems aligned.
- Learn foundational inventory control concepts and reporting.
- Gain exposure to the communication and coordination tasks typically handled by an A&L Coordinator.
- Participate in cross-department alignment projects to build a broader understanding of A&L operations.
- Assist with ongoing process improvements and administrative initiatives as skills develop.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
