Buyers Admin Assistant

At the heart and soul of London since 1895 West Ham United is a dynamic, fan-focused football Club constantly moving forward but always with an eye on the past.

Merging it's deep rooted East London history, with it's forward thinking flair at The London Stadium, West Ham United's flagship store has the widest range of Hammers- related kit, clothing merchandise and accessories available anywhere.

Exciting news- The Buying and Merchandising team are expanding and we are looking for new talent.

Role: Buyers Admin Assistant

Department: Retail/Buying

Location: London Stadium

We are seeking a highly organised and detail-oriented Buyer’s Admin Assistant to support the buying team in the sourcing and ordering of football merchandise in a very fast paced environment. This newly created role brings the opportunity to establish new processes and ways of working and will play a key part in ensuring the efficient and smooth-running of the department. The ideal candidate is a multitasker, unphased by ever changing priorities and will already have worked in a similar position for another retailer. They will possess excellent communication skills and have a proactive attitude to thrive in a fast-paced, high-energy environment.

Key Responsibilities:

•Administrative Support: Provide administrative support to the Buyer, including scheduling meetings, document management, maintaining swatch

library and supplier correspondence.

•Critical Path Management: Following the critical path timelines, liaise with suppliers to coordinate lab dips, sealing & production samples,

production progress and delivery dates to ensure timely delivery of goods.

•Range Plan Management: Ensure all product information on the buying range plan (such as cost prices, supplier information) is accurate,

complete and up to date at all times.

•Product Set Up: Using accurate range plan data, create new products on the system so that purchase orders can be created by the

merchandising team.

•Sample Management: Maintain a set of samples representing the current and future West Ham product range.

•Photoshoot Coordination: Play a key role in organising website content photoshoots including coordination of times, locations, players/models,

sample availability by size.

•Supplier Relationship Management: Support in building and maintaining positive relationships with suppliers; act as a point of contact to handle

inquiries and follow up on outstanding issues.

•Market Research: Conduct market research to identify potential suppliers, products, and pricing trends that align with West Ham United’s quality

and budget requirements. Keep abreast of products and trends seen at other football clubs and on the high street.

•Reporting and Analysis: Assist in the preparation of various buying related reports such as cost & margin analysis, sales analysis and supplier

performance.

•Compliance and Documentation: Ensure all purchasing activities comply with club policies and guidelines; maintain up-to-date documentation

on all transactions and supplier agreements.

•Event Support: Assist with the sourcing of goods and services for special events, match days, and other key promotional activities.

•Cross-Departmental Collaboration: Work closely with other departments, such as marketing, logistics, online and store teams, to align on product

needs, critical path and promotional timelines.

Please submit your CV and a cover letter detailing your relevant experience and why you would be a great addition to the West Ham United team.

Qualifications:

•Minimum of A-levels or equivalent. Additional training or qualification in buying and merchandising would be advantageous.

•Minimum of 1-years’ experience in a similar role.

Skills and Experience:

•Proven experience in a head office administrative or buying support role, ideally for a sports or high street retailer.

•Strong organisational skills with a keen eye for detail.

•Ability to manage multiple priorities and work to tight deadlines.

•Proficiency in Microsoft Office, particularly Excel.

•Excellent written and verbal communication skills, with a professional and proactive approach to supplier relationships.

•This role is based at West Ham stadium with occasional travel to meet suppliers or attend events.

•Flexibility to work occasional evenings or weekends during peak seasons or events may be required.

What We Offer:

•A unique opportunity to be part of the West Ham United community

•A dynamic work environment within a Premier League football club

•Opportunities for professional development and career progression

•Competitive salary and benefits package (Please see below)

Benefits on offer (may vary based on contract type and location)

• 25 days annual leave plus your birthday off
• Pension and life insurance
• Healthcare cash scheme
• Travel season ticket loan
• Cycle to work scheme
• Priority access to apply for match tickets
• Discounted season tickets
• Staff discounts in the club store, café and our official partners products and services
• Discounted gym membership and onsite fitness room facilities
• Family friendly leave policies
• Company Social events

EDI Statement

Our club's history is rooted in a solid commitment to equity, diversity, and inclusion, and we openly strive to be leaders in promoting EDI values. West Ham United is tactical in its approach to addressing inequity and prioritising the undertaking of meaningful and lasting change for all.

We prioritise removing barriers to attracting and engaging the best talent from all communities. We are proactive in creating equal access to opportunities and benefits for everyone and a discrimination-free environment where everyone experiences being treated with dignity and respect regardless of their background, circumstances, or protected characteristics.

Safeguarding

At our Club and Foundation, we advocate a proactive approach to ensure every child and adult has the right to experience safety and be treated with care, respect, and dignity. Therefore, we prioritise protection from harm and promote safeguarding good practice and compliance as an integral part of all our operations and engagement. This includes conducting robust, safer recruitment checks to identify any potential risks associated with individuals who may pose a threat to children or adults who are at risk of harm.