Apparel and Licensing Administrative Assistant

Major Duties & Responsibilities

• Administrative Support for Inventory & Receiving

• Process and verify incoming merchandise information in the applicable systems.
• Ensuring that purchase orders and shipping information are accurate and attainable.
• Communicate discrepancies to vendors or internal staff for quick resolution.
• Maintain organized digital and physical files for receiving records and vendor paperwork.
• Provide administrative support to the shipping/receiving team by ensuring system accuracy and documentation readiness.
• Data Entry & System Management
• Enter product data, cost updates, UPCs, vendor details, and other merchandise information into dealership systems.
• Perform routine audits of system accuracy to support WHSmith Accounting and A&L leadership.
• Prepare inventory-related reports or documentation as requested.
• Uphold high attention to detail in all system entries.
• Vendor & Internal Communication
• Serve as a communication bridge between A&L leadership, vendors, and WHSmith Accounting.
• Follow up with vendors to clarify product information, pricing discrepancies, or missing documentation.
• Communicate with internal departments to support A&L administrative needs (receiving, accounting, managers).
• Demonstrate professional, timely communication across email, phone, Teams, and internal messaging.
• Departmental Administrative Support
• Assist A&L leadership with clerical tasks, scheduling needs, document preparation, and organizational projects.
• Support internal processes related to markdowns, pricing accuracy, and product launches by preparing necessary information and documentation.
• Help maintain accurate internal records for departmental workflows.
• Contribute to the efficiency of the A&L office environment by keeping workspaces organized and systems aligned.
• Growth Development
• Learn foundational inventory control concepts and reporting.
• Gain exposure to the communication and coordination tasks typically handled by an A&L Coordinator.
• Participate in cross-department alignment projects to build a broader understanding of A&L operations.
• Assist with ongoing process improvements and administrative initiatives as skills develop.

Qualifications & Skills

• Strong organizational and administrative skills
• Exceptional attention to detail and accuracy
• Excellent written and verbal communication
• Ability to multitask and prioritize in a fast-paced office setting
• Comfort working with inventory systems, spreadsheets, and data (training provided)
• Prior administrative, accounting, retail back-office, or merchandising support experience preferred

Competencies

• Accuracy & Detail Orientation: Ensures error-free data entry and documentation.
• Professional Communication: Maintains strong, clear communication with vendors and internal teams.
• Confidentiality & Integrity: Handles internal documents and data with professionalism.
• Process Focus: Follows established workflows while identifying opportunities for improvement.
• Growth Mindset: Willing to learn expanded duties over time.

Working Conditions

• Primarily office-based, Monday–Friday, with minimal physical labor.
• Regular interaction with vendors, A&L leadership, accounting, and receiving staff.
• Occasional extended hours during major inventory periods or dealership-wide events.