Assistant Buyer - By Wren

BY WREN is seeking an Assistant Buyer with previous experience in a buying assistant role to support the buying function end-to-end: from order entry and linesheets through specification forms, sampling, testing, production and delivery. This role works directly with the buyer and sits at the centre of how product moves from concept to store. It is a hands-on, detail-heavy role with a large admin component — doing it accurately is what keeps the whole buying function running.

Role and responsibilities

Order entry and buying admin

- Enter and maintain all orders in our system (Microsoft Dynamics 365), checking quantities, prices, colours and delivery dates match the buy before anything is confirmed.
- Maintain the master excel buying files.
- Keep product data clean and consistent: style codes, colour codes, sizes, barcodes, composition labels and pricing.
- Make sure product data meets retailer compliance requirements, including barcode and box design, and liaise with the barcode supplier so barcodes print accurately to department store standards Keep buying documents, trackers, shared folders and process guides organised and current, and keep supplier emails filed and actioned

Manage linesheets and specification forms

- Build and maintain seasonal linesheets: images, style codes, colours, prices and delivery windows kept current.
- Create and maintain specification forms for each style.

- Make sure any change to a style flows through everywhere it needs to: spec form, linesheet, range plan, pricing file and D365
- Keep the CAD and product image library organised, with correct images saved to range plans, spec forms and SharePoint.

Manage the sampling and testing process

- Manage sampling end-to-end: requesting samples, tracking each round,



reviewing against the specification form, and consolidating and issuing comments back to factories.

- Log approvals, fit and spec changes so there is always a explicit record of where every style sits.
- Manage the testing process once samples are approved: coordinating send-outs, tracking results, chasing outstanding tests and flagging failures early.

Samples

- Maintain the samples as they arrive.
- Review shipping bulk samples to ensure all details are correct.
- Keep a collection of current-season samples ready for VM, PR and marketing use.

Manage supplier communication with China

- Act as the day-to-day contact for our Chinese factories and suppliersx: sampling, approvals, production updates and delivery dates.

- Track critical dates across the production calendar, chase updates and flag risks or delays early.
- Assist with initial costing and price negotiation support.
- Gather supplier information as styles are confirmed: barcodes, composition labels and material details.

- Log quality issues and returns by style, spot patterns, and raise claims with factories.

Manage shipping, delivery and payments

- Check shipping documents (commercial invoices, packing lists, certificates of origin, Bills of lading) against purchase orders before goods ship.

- Reconcile what was ordered against what was shipped and received, and resolve discrepancies with suppliers.




- Support invoicing and payments: checking invoices against orders, tracking deposits and balance payments due, and resolving queries with suppliers and our finance team.

Support trade and retail channels Pull weekly sales and sell-through reports.

Analyse seasonal performance by style, colour, material and size to identify strengths, underperformers and missed opportunities where demand exceeded supply.

Track deliveries against the flow plan and flag styles at risk of missing their launch window.

Support range planning and market research

- Support trend forecasting from pre-buy to in-season, feeding trend direction and insights back to the team.
- Define class and category for all styles so reporting and planning stay accurate.
- Comp shopping: track competitor pricing, product drops and markdowns each season, with short summaries of what it means for us.
- Assist with range review prep and range view documents.

Who you are

- Experienced in an assistant buying (or similar) role, ideally in footwear, accessories or fashion.
- Hands-on experience working with suppliers in China: factory and agent communication, production timelines, and an understanding of how sampling and manufacturing run.
- Familiar with shipping and logistics from China: shipping documents, freight timelines and customs basics.
- Highly organised and very detail orientated.
- A clear, proactive communicator who follows things through.
- Confident in Excel.
- Interested in footwear and product, and excited to help build a young brand from close to the ground.

Apply today if this sounds like the right role for you! Please note that only shortlisted applicants will be contacted.

📌 Assistant Buyer (South Yarra)
🏢 By-Wren
📍 South Yarra