Buyer Administrator

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VirtualStaff365

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2009

🤝 B2B

☁️ SaaS

👥 HR Tech

B2B • SaaS • HR Tech

VirtualStaff365 is a Melbourne-based company specializing in virtual staff outsourcing solutions. They help Australian businesses save time and reduce staffing costs by providing professional and cost-effective offshore staffing solutions from the Philippines and South Africa. VirtualStaff365 offers a wide range of virtual assistant services, including customer service, data entry, graphic design, web and software development, and more. Their solutions enable businesses to increase operational efficiency and scale quickly while offering a no-risk guarantee.

📋 Description

• Complete and maintain Item Creation Sheets accurately and in line with internal requirements • Populate and manage Salsify product data, liaising with Buyers and suppliers to obtain required copy, specifications, imagery, and compliance data • Support Buyers with high-volume data entry across internal systems • Ensure product information is complete, consistent, and aligned across all systems • Prepare and complete photography briefs, ensuring all required product details, styling notes, and deadlines are clearly communicated • Coordinate product information required for photography and follow up on any missing data • Support the Buying and Marketing teams by ensuring all photography-related documentation is accurate and complete • Liaise with suppliers and Buyers to collect required compliance and product documentation • Email factories to request and follow up on APCO documentation, BSCI certification, and other ethical sourcing documents • Track and maintain records of compliance documentation, escalating gaps or risks to the Buyer where necessary • Make outbound calls to international suppliers and internal stakeholders to proactively follow up on outstanding information • Review and check artwork against the original brief, ensuring accuracy of product details, branding, and specifications • Flag discrepancies or errors to Buyers for review and resolution • Support packaging and artwork workflows to ensure accuracy prior to approval • Scan and verify barcodes, check documentation, and raise any inconsistencies or errors • Maintain organised records of barcode checks, approvals, and digital documentation

🎯 Requirements

• Strong administrative and data entry experience, ideally within buying, merchandising, sourcing, or supply chain • High attention to detail with the ability to manage large volumes of data accurately • Confidence liaising with international suppliers and internal stakeholders via email and phone • High proficiency in both written and verbal English communication • Process-driven and methodical working style with strong organisational and time-management skills • Ability to follow processes, briefs, and critical paths autonomously while supporting multiple stakeholders • Previous experience managing product data within Salsify (nice-to-have) • Experience working with Item Creation Sheets or similar high-volume data inventory templates (nice-to-have) • Prior experience reviewing artwork briefs or handling barcode verification processes (nice-to-have) • Experience following up on supplier compliance documentation like APCO or BSCI certification (nice-to-have)

🏖️ Benefits

• Permanent work-from-home set-up • Dayshift (Australian Eastern Standard Time business hours) • Full-time job • HMO • Annual leave • Christmas Bonus equivalent to 1 month's wage (pro-rate)