Administrative Assistant to The Buy Team

Blue Ruby Jewellery is an established Canadian retailer with a deep history of providing everyday luxury jewellery to our clientele. We are an industry leader in the jewellery marketplace featuring beautiful and unique collections by local and international jewellery designers. As a locally owned company with 11 retail locations in Vancouver’s Lower Mainland, we are proud of the community we have built here with our customers, our designers and our employees.

The Administrative Assistant to the Buy Team is responsible to provide administrative support to the Buy team. The Administrative Assistant ensures all communication and tasks are actioned and completed in accordance to plan and deadlines. This position assists in the coordination of communication, tasks and projects from the Buy team to multiple departments including Inventory Distribution, Jewellery Production, Visual Merchandising, eCommerce, Social Media and Retail Teams.

**Responsibilities**:
**Prepare & Organize**
- Go off direction from the buy team
- Contact new and existing vendors and secure images, samples, line sheets
- Gather all information required for buy appointments including sell-through reports, discounts, payment terms.
- Follow up on any buyer notes regarding quality or delivery concerns Blue Ruby has experienced.
- Attend buying appointments documenting the appointment notes and following up on all appointment directives from the Buyer.
- Contribute to establishing, maintaining, and building strong vendor relationships.

**Process**
- Assist the Buyer in preparing purchase orders.
- Check vendor order confirmations for accuracy and compliance with our purchase discounts and terms.
- Review status of vendor shipments, confirm vendor has shipped goods prior to cancel date.
- Monitor for cancelled, delayed or partial shipments orders.
- Resolve any issues as instructed by the Buyer.
- Follow up on any US orders for commercial invoices/NAFTA to clear goods through Summit Custom Brokers and forward all vendor paperwork to our customs agent. Note: Source duty rates from Summit Custom Brokers as required.

**Receive**
- Notify Buy Team once shipment arrives in Warehouse.
- Oversee inventory receiving for accuracy and assist with questions or issues regarding terms, shipping, costs, margins, discounts, substitutions and obvious quality problems.
- Notify the Buyer of all receiving issues.
- Communicate receiving errors from the vendors to the Buy Team/
- Communicate recommendations for resolutions.

**Stock Management**
- Oversee communication regarding damage stock returns to our suppliers.
- Provide Return Authorization (RA) to Shipping and RA credit information to Accounting.

**Price**
- Assist with retail pricing and ensure we are placed correctly against competitors in the US and Canada as required.
- Ensure margins are correct and in accordance with fluctuations of the US dollar; duties, discounts.

**Additional Responsibilities**
- Manage the digital photographic inventory catalogue including in-house brands for Blue Ruby.
- Source, obtain and co-ordinate launch of all in-store visual merchandising supplies as directed and in conjunction with ongoing eCommerce and Social Media platforms.
- Assist with improving current systems and reporting analysis in an effort to improve inventory distribution and sales performance.
- Attend and contribute to meetings or as required.
- Be flexible and assume extra responsibilities as required.
- Comply with all policies for employment including health and safety policies.

**Job Types**: Full-time, Permanent

**Benefits**:

- Paid time off
- Store discount

Schedule:

- Day shift
- Evening shift
- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Vancouver, BC: reliably commute or plan to relocate before starting work (required)

Work Location: One location