Buyer Relations Assistant

Closing date: Friday 26th May 2017

Overview

Job Title: Buyer Relations Assistant

Department: Buyer Relations (Communications)

Reports to: Senior Buyer Relations Executive

Direct Line Reports: Buyer Relations Intern

Location: Somerset House, London

Type: Full Time

The British Fashion Council (BFC) is a not-for-profit organisation that aims to further the interests of the British fashion industry and its designer businesses by harnessing and sharing collective knowledge, experience and resources of the sector. Formed in 1983, the BFC is funded by industry patrons, commercial sponsors, and the government including the Mayor of London and the ERDF. It leads the industry through creative influence and is strategically repositioning British fashion in the global fashion economy. 

The BFC encourages a culture which empowers, values, nurtures, supports and rewards its employees and promotes a positive environment with a focus on team collaboration and open communication. 

The BFC is committed to being an Equal Opportunities Employer.

About

The BFC is looking for an experienced Buyer Relations Assistant to join the team and work on UK & international buyer relations. The Buyer Relations Assistant will play a key role in supporting the team to bring as many buyers, sales agents and buying offices as possible to London Fashion Week, London Fashion Week Men’s, LONDON show ROOMS and The Fashion Awards.

Responsibilities

Business & Financial Management

  • Support on budget monitoring, invoices, etc.
  • Strong communications skills inc. written and telephone skills
  • Is solutions focused and manage problems in a positive way
  • Manages very tight deadlines and can prioritise tasks in order of importance to ensure delivery
  • Exceptional organisational skills, attention to detail and follow-through on all tasks and admin duties
  • Creates and composes correspondence, with perfect formatting and grammar
  • Maintains filing system and keeps all folders tidy and updated

Relationship Management

  • Acts as a point of contact for queries/concerns raised both internally and externally and refers questions to team as necessary 

Team Management (inc. Dept., across BFC and externally)

  • Pro-actively supports team
  • Immediately addresses and resolves issues/challenges
  • Works with teams to positively manage requests

Personal Management

  • Takes direction to ensure thorough preparation to meet delivery requirements
  • Takes ownership, is accountable to deliver timely solutions, meet deadlines and complete actions
  • Delivering individual tasks whilst maintaining focus on overall objectives
  • Demonstrates best practice in managing communications and quality standards
  • Drives best practice behaviours and works as a team to meet BFC’s objectives to maintain integrity and reputation
  • Represents the BFC and acts as an ambassador at events, corporate initiatives, networking

Expertise Skills

  • All BFC portfolio events including UK and international buyers, sales agents and buying offices
  • Management of the UK and international buyer’s database, including data input, amendments, accuracy, on-going review, etc.
  • Responsible for daily updates on significant changes within the industry including job moves and promotions and updating our records and team accordingly
  • Vetting buyers, ensuring confirmation of all supporting documents 
  • Ensuring registration, issuing passes, VIP badges, welcome packs, etc.
  • Assisting to help create initial accredited buyers lists to send to event relevant designers and designers’ sales agents
  • Briefing interns to assist with building scope and accuracy of database
  • Training staff for ‘registration desk’ before LFW + LFWM
  • Liaising with PR to produce staff briefing packs 
  • Invite buyers to LONDON show ROOMS in Paris inc. promoting events, booking appointments, accompanying ‘walk through’ buyers in the showroom, introducing brands, reception work, guest-lists, shopping and shipping of showroom supplies, showroom’s designers’ briefing pack, etc.
  • Assisting team to compile reports for government and governmental bodies: Guest Programme questionnaire, a list of participating designers and attendees for LONDON show ROOMS, seminar attendees and store profiles
  • Follow-up with buyers prior to, during and after events
  • Research new shops and buyers through media and attendance record of LONDON show ROOMS, LFW & LFWM and other BFC events 
  • Production of post-event evaluation reports for BFC events portfolio, showing seasonal comparisons and ROI measurement
  • Input buyers’ interests: men, women, accessories, jewellery, sustainable and BFC initiatives overseas  
  • Find correct contact details of those who can be no longer reached via emails and phone calls 
  • Responsible for booking guest hotels: sending booking requests to the hotel, monitoring the booking status and upgrades and checking discrepancies in the pre booked room allocations and actual 
  • Liaise with the hotel sponsors to make sure that the mail room is operated as planned: show invites and gifts are safely delivered and collected, and resolve any arising issues
  • Check hotel invoices and rectify where necessary
  • Chase target buyers to attend fashion week events hosted by the BFC 
  • Manage guest lists and door entry at BFC events 
  • Type up attendance lists for events held by the BFC
  • Train staff for ‘registration desk’ before LFW and LFWM
  • Create buyer seminar presentation for LFW and LFWM, send out names & faces documents
  • Assist Buyer Relations team to chase buyers for the Guest Programme buying result questionnaire 
  • Input Guest Programme questionnaire answers in an excel sheet by the deadline
  • Maintain on-site contact with buyers at LFW and LFWM and the registration desk 
  • Update and maintain internal buyer relations weekly department plan 
  • Assist Buyer Relations team to chase key buyers to vote for The Fashion Awards
  • Take part in events as required

Key Relationships (Internal and External)

Maintain and develop positive and strong working relationships with:

  • UK & International buyers
  • Line manager, BFC Consultants and company-wide
  • BFC sponsors, related to buyers, esp. hotel sponsor

Skills and Requirements

Person Specification

  • Positive outlook with an enthusiastic and friendly approach
  • Highly driven and results focused with a commitment to working to high standards and absolute attention to detail
  • Excellent relationship and communication both face-to-face and on the telephone
  • Excellent written skills with proven experience in composing correspondence in a business environment
  • Highly articulate with excellent written and verbal skills
  • Excellent numerical skills
  • Ability to work under pressure and tight deadlines
  • Ability to project manage multi-tasks autonomously
  • Confident, highly organised, ability to use initiative and be pro-active
  • Well presented, level-headed, personal energy, enthusiastic, engaging with a happy demeanour
  • Ability to remain calm, diplomatic and composed
  • Good time management and time planning
  • Promotes a positive, professional image in the office, and out with designers and contacts
  • Advanced IT skills in Microsoft Word and Excel essential

Professional Experience & Skills

  • Graduate with 2 languages preferable
  • Knowledge of British and international designers
  • Knowledge of global economic marketplace and its impact on retailers
  • Knowledge of UK and international retail market, Dept. stores and boutiques
  • Experience in sales, ideally wholesale with high level of negotiation skills
  • Experience of writing reports to a high standard
  • Updating databases and advanced Microsoft Applications skills
  • Salary & Benefits
  • Job type: full time, permanent
  • Salary Band: £TBC - £TBC, dependant on experience
  • Standard company benefits, including 25 days annual holiday
  • Standard company working hours, flexibility required during events, exhibitions, etc.
  • Confirmation of appointment and eligibility to benefits, subject to successful completion of a 3 month probationary period 

How To Apply

  • Candidates should apply in writing with a covering letter highlighting your experience for this role, attaching your CV and email to job@britishfashioncouncil.com with ‘Buyer Relations Assistant’ in the subject
  • Candidates must be eligible to live and work in the UK
  • Successful candidates will be notified in writing and invited to a first-stage interview

Application Deadline: Friday 26th May 2017