Administrative Assistant; Buying Operations

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

Our client is a globally recognized luxury fashion retailer known for redefining the modern shopping experience. Established in London and celebrated worldwide, the brand is home to both renowned fashion houses and emerging designers, offering a distinct and carefully curated selection that reflects a bold, modern perspective. With a reputation for innovation, creativity, and excellence in service, the company continues to shape the future of luxury fashion by blending cutting‑edge retail concepts with deep industry expertise.

Its buying team plays a pivotal role in this success—acting as taste makers who identify, cultivate, and champion exceptional talent across the global fashion landscape. Through thoughtful curation and strong brand partnerships, the team ensures each collection embodies originality, quality, and a clear point of view that resonates with clients around the world.

Our client is looking for a Administrative Assistant (Buying Operations) who demonstrates a commercial mindset and organised approach, who will help the Buying team to maximise sales opportunities. This position will be responsible for managing all round administrative duties, including raising purchase orders, managing queries related to product and deliveries, and analysing performance across all channels.

• You will assist Buyers in writing orders and loading them accurately and efficiently onto the system and generating Purchase Order Numbers for suppliers.
• You will manage order confirmation checking.
• You will compile buy reports giving product visibility across the business.
• You will run through reports and create market packs for each season containing important brand and product information.
• You will check reorder portals daily for additional stock availability.
• You will process reorders which typically have a short turnaround to ensure we are able to purchase the stock.

• Bachelor’s Degree in Business Administration, Fashion Merchandising, Retail Management, or a related field.
• At least 3‑4 years of relevant work experience in fashion buying, merchandising, or retail operations
• Advanced proficiency in Microsoft Excel and data management tools.
• Strong analytical, reporting, and presentation skills with attention to numerical accuracy.
• Experience using order management or retail ERP systems is an advantage.
• Core Competencies:
  • Highly organised, detail‑oriented, and capable of managing multiple priorities under pressure.
  • Strong commercial acumen and understanding of global fashion trends.
  • Excellent communication and collaboration skills; able to work effectively with cross‑functional teams.
  • Self‑motivated, proactive, and adaptable in a fast‑evolving retail environment.
  • Embodies professionalism, respect, and integrity in all interactions while maintaining a service‑oriented mindset.

We utilise AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast‑growing startups and dynamic companies.

• Meaningful work & Growth:
  We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset:
  We are genuinely invested in our people’s career and welfare.
• Global reach & local impact:
  Get to work with high‑growth startups and dynamic companies from the comfort of your own home.
• Powering global startups:
  We’ve created 1,400 Filipino jobs that empower global start‑ups to focus on growth.