@Home: Merchandise Administrator

Position Description:

Merchandise Administrator @Home


An exciting opportunity has become available for a self-motivated, meticulous and efficient individual to support the @home merchandise division through and integrated administrative role within an omni channel business.


Key Performance Outputs:

Sample Control

  • Co-ordinate QA and Final Approved Keep Samples
  • Co-ordinate the receiving of range samples
  • Quality and delivery of each sourced sample (flights/shipping information required)
  • Management of the critical path on the Sample lifecycle
  • Maintain and keep track of samples within sample room
  • Tracking and management of samples between the various trading accounts (Furn)
  • Keep track of the value sitting within the sample account (Furn)
  • Follow up and co-ordinate with Buyer, Suppliers, QA, Marketing,VM
  • Ensuring timeous approval of samples by QA and results shared with suppliers
  • Prepare and management of the Sample Sale


  • Preparation of samples and relevant documents required for strategy, category workshops, range reviews, Merch/Marketing meetings and product shoots.
  • Ensure buy sheets are captured on PMM (HMS Product Create) and style detail shared with planners
  • Update and maintain the buy sheets and power point document.
  • Ensure that all product information like warranty, product attributes, etc are customer facing and captured accurately on the system
  • Order placement (On time and Accurate) and ensure supplier acknowledgement
  • Order amendments and Cancellations updated on the system
  • Order delivery dates follow up and liaising with suppliers, shipping, DC, Planner and QA
  • Late delivery amendments or penalties applied to orders
  • Overseas costings calculated and relevant FEC requirements secured
  • Liaise with Shipping Department to keep track of Import orders and ensure relevant admin is completed.
  • Liaise with offshore factories and buying agents to ensure a  smooth shipment process.
  • Ownership for supplier queries on pricing tickets and kimbals
  • Where applicable like when we do a re-price to ensure that tickets are ordered in time.
  • Ensure accurate product information on kimbals and pricing tickets
  • Order follow ups for local and import suppliers including shipping/flight information
  • Data integrity ensured throughout the supply chain and relevant systems kept up to date
  • Clear and concise minutes taken in meetings
  • Meet service level agreement with the business
  • Check Omni product for newness, assign information and attributes to be pushed through to the website.
  • Ensure swatches are ordered and received from suppliers and delivered to stores. (Furn)
  • Authorisation of ASN’s
  • Authorisation of shipments on LIMA

Supply Chain

  • Transparent Relationships with suppliers and internal stakeholders
  • Maintain a collaborative culture of mutual respect with suppliers and other stakeholders
  • Ensure critical path in supply chain is adhered to within expected SLA
  • Escalate anything out of SLA to relevant buyer or planner
  • Co-ordinate and follow up on supplier on boarding documents.
  • Ensure correct supplier data loaded onto the system
  • Obtain quality assessment inspection reports on Furniture samples.
  • Management of LOA’s

Store support (Physical Stores and Online)

  • Relevant store queries dealt with and referred to appropriate individuals.
  • Follow up on Call Centre Queries being customer obsessed
  • Homeware: Investigate product related queries and revert to Call Centre.
  • Furniture: Investigate delivery of product, execute replacement of the product or where relevant refunds need to be executed.
  • Guide Call Centre on  standard resolution based on consistent queries
  • Tracking of  deliveries to be checked with OTD, DC and/or delivery partners but the primary responsibilities sits with the Customer Care Call Centre.
  • Customer Service Furniture (100%) vs. Homeware (25%) of time.
  • Close the loop on product related queries by fixing product information to ensure future escalations are reduced.
  • Investigate Promo/ Vouchers codes or queries and based on the outcome request and get approval for a new promo codes to be used by the customer.
  • Access the Customer Query mailing list (RM’s) and take ownership for the resolution of the queries. Challenge in terms of assignment.
  • Update the RM system with the resolution

Website Maintenance and Administration

  • Website maintenance to ensure that product are loaded and available on the website
  • Ensure that all product that are in stock are listed and visible to shop on the website
  • Ensure that discontinued or unavailable items are delisted from the website
  • Ensure accuracy and consistency of product descriptions, prices and attributes.
  • Linking of images to the styles loaded on the website
  • Ensure styles are linked to the correct categories on the website to ensure a consistent customer experience
  • Ensure any technical issues experienced are reported as per the agreed upon process
  • Recommend improvements to the website lay-out and navigation
  • Ensure images are uploaded on time for the online website
  • Ensure that supplier codes and barcodes are linked to our products on the website
  • Studio
  • Ensure that product photography requirements are communicated to the studio
  • Ensure the product is handed over the studio in a timely manner with buy sheet information
  • Ensure correct quality of loaded images are displayed on the website


The following are essential requirements for this role:

  • 3-5 years experience
  • Have excellent planning, organising and administrative ability
  • Have an exceptionally high level of accuracy, numeracy, analytical ability and attention to detail
  • Be highly organised, numerate, and have exceptional co-ordination ability
  • Have the ability to multi-task and be flexible
  • Have high energy levels
  • Excel in a pressurised environment
  • Show initiative, be pro-active, enthusiastic and self-motivated
  • Have a problem-solving approach to work
  • Able to work with a large workload and remain efficient
  • Have excellent interpersonal skills and a Customer focus; ability to communicate effectively at all levels
  • Be able to build and maintain working relationships incl. being helpful and assist where necessary in the department.
  • Must be able to work with a team
  • Must possess a positive attitude
  • Have a minimum of a Matric Qualification
  • Computer literacy on MS Word and MS Excel (intermediate to advanced)


Preference will be given, but not limited to, candidates from designated groups in terms of the Employment Equity Act.