Merchandise Assistant

Responsible to maintain the Omega and AX Systems and to provide additional support to the planner(s) in fulfilling orders whilst assisting the buyer with day-to-day administrative duties.

Key Performance Areas (KPAs)

AX and Omega maintenance

  • Create order codes, SKU/Items and price lists within our systems
  • Responsible to link SKU’s from item to order code per activity
  • Ensure the instalment set-up maintenance for 6, 12 and 16 months is required
  • Create product action batches and codes as required
  • Ensure all correct gifts and discounts are linked to the offer as per the brief and / or as per instructed by the planner


  • Save images on a weekly basis in a logical manner onto the MAC once Crocodocs have been send
  • Ensure accurate preparation for presentations / internal meetings / PowerPoint presentations / stickers and boards for concepts as well as briefs for Tele
  • Assist the quality manager with tasks such as measuring and packing of items when required
  • Attend and brief Tele supervisors monthly on newness and any significant changes within the area
  • Ensure that all DHL invoices are signed by the buyer and returned to the finance department – update spreadsheets with cost and relevant information and reconcile courier invoices accurately by checking the invoices received against the courier company’s list, and reporting any discrepancies to the buyer
  • Assist the buyer with the monthly review preparation and conceptual by photocopying, scanning and/or writing of information to ensure timeous reporting
  • Ensure that the map sheets are updated timeously and correctly, according to the buyer, to create a solid and accurate point of reference
  • File all administrative documents accurately and timeously to ensure that documents are easily accessed
  • Responsible for managing the catalogue library by ensuring that new catalogues are replaced with the old catalogues when they are received and immediately filing the old catalogues
  • Assist with any other ad hoc duties as and when requested
  • Sample Responsible to track parcels by contacting the agents at courier company services on a daily basis for collection when samples have been ordered by the buyer
  • Ensure that samples are available when buyer requires it for internal photography, within 3 days, or as per buyers request
  • Ensure that the samples are allocated correctly and it is in its place for easy access, either in the store room or sample room
  • Track samples by means of a spreadsheet and/or log book and keep awareness of where samples are at all times
  • Organise sample sales to staff and ensure correct price mark downs
  • Responsible to collect money from staff during the sample sale and accurately reconciling the amounts received
  • Manage samples from and to the Warehouse by emailing the request through to the Warehouse to despatch samples required, to Head Office.
  • Record the receipt of samples received from the Warehouse and samples returned to the Warehouse accurately in writing,
  • Update merchandise sample status spreadsheets and present to the creative team on a weekly basis whilst keeping the buyer and planner informed
  • Ensure and report that the samples have been transacted by WFS
  • Update the shipment samples by communicating via email with the buyer, planner and quality manager
  • Track the shipment samples on a daily basis, via email, that needs to be called on, by communicating with the buyer, planner and quality Manager
  • Assist the buyer with the packing and/or sorting of samples received, when they arrive from their overseas trip

Supper liason

  • Follow up on buying and pre-production samples/status on bar codes/packing instructions by liaising with the suppliers via email /telephonically or face-to- face to ensure that the product is correctly labelled and marked for shipment
  • Follow through on any packaging instructions and liaise with supplier, to ensure that each product is correct for shipment

Supplier purchase orders

  • Order creation and follow-up until order is delivered on time
  • Ensure weekly updates of supplier order screen in Omega
  • Create supplier order to finance dept. for local suppliers
  • Maintain a monthly update of local supplier delivery schedule and update on COD suppliers to Finance dept.
  • Responsible to follow-up with suppliers to ensure delivery dates are met


  • Matric (Grade 12)

Experience & Skills

  • Must be computer literate (MS Excel, MS Word & MS PowerPoint)

Attributes & Behaviours

  • High attention to detail
  • Above average interpersonal skills
  • Exceptional communication skills (both verbal and written)
  • Ability to work well under pressure and independently
  • Self-starter with high energy levels
  • Proactive and committed to seeing things through from beginning to end