Job Purpose

The Junior Buyer is directly responsible for sourcing and coordinating the movement of purchased materials from suppliers and addressing any supply issues. This position includes coordinating production requirements aligned with sales forecasts. Other tasks include resolving issues pertaining to material defects, invoice discrepancies as well as delivery timelines. 

The Junior Buyer’s main goal is to source and manage product and material supplies with the warehouse, store managers and suppliers to maintain the appropriate level of inventory agreed by the Directors. 

A key deliverable of this role is that the Junior Buyer will make effective decisions around sourcing and management of SKUs, keeping accurate records of purchases and inventory in an organized and timely manner. 

Responsibilities

Purchasing Operations

• Internal purchasing planning which involves forecasting future purchasing trends to optimise ordering efficiency

• Perform data and sales analysis to optimise proficient ordering 

• Remain current of pricing trends, changes, restrictions, or any other variables that could affect purchasing strategies and make necessary recommendations

• Arrange and submit purchase orders to vendors with great accuracy and effectiveness

• Make decisions on & manage the item selection of designated item categories

• Compare invoices against purchase orders and shipping & receiving documents to verify receipt of items ordered

• Compile data to generate weekly, monthly, quarterly and annual reports to be used for cost-saving initiatives

• Monitor the profitability of procured merchandise and take necessary actions to help achieve company’s gross profit targets

Inventory Management

• Procurement coordination to ensure purchasing department operations run smoothly

• Set appropriate targets for product inventory levels based on data analysis

• Receive delivery of ordered supplies and verify shipment contents for accuracy, condition and quantity and take action on any discrepancies

• Contact vendors to address any expected or unexpected material shortages

• Make alternate arrangements in the event of shortages or delayed deliveries to minimize impact on the organization

• Oversee and manage the inventory of designated categories to improve the right amount of inventory for the right items

Supplier/Vendor Management

• Meet with vendors to help lead negotiations around terms, new-arrivals, deals and returns

• Receive and handle invoices from vendors; verify that the information on invoices is for agreed-upon prices, products, shipment date and shipping method

• Compile data from vendor invoices and supporting documents to verify accuracy of billing data and to ensure receipt of items ordered 

• Contact suppliers regarding errors in partial or duplicate shipments, prices and substitutions considering returns for subsequent credits, refunds or replacements

• Maintain Cloré’s standard of professionalism and ethics in all dealing with internal Managers and vendors

Head Office Communications

• Work with the Purchasing Manager, to identify and suggest opportunities for improvement in purchasing policies and procedures

• Assist the Purchasing Manager to coordinate work with the Warehouse Manager to create functional delivery schedules to Distribution Centre for on time delivery

• Make suggestions and provide the necessary information to the Marketing Department to assist with their planned Cloré brand activities, events or promotions, including online and offline promotions

• Communicate with all Retail Managers & the Retail Operations Manager to ensure effective movement of inventory within the retail stores

Competencies and Person Specification

The role of the Junior Buyer requires:

• Leadership - a willingness to take responsibility for this important role,  with good data management and analytical skills, problem solving and critical thinking skills even under pressure and offer direction and guidance

• Communication – clear communication skills, especially with Head Office Managers

• Time Management – the ability to manage and use one's time effectively or productively

• Team Player – a Team Player at purchasing level and at the Company level

• Drive – a high degree of self-motivation and the ability to motivate others

• Dependability – a high degree of reliability, responsibility, dependability and the ability to fulfill obligations in a timely manner

• Initiative – a willingness to take on responsibilities and challenges in a proactive manner

• Self-Assessment – the ability to handle feedback and constructive criticism

• Problem Solving Skills - can solve and make decisions even under pressure

• Interpersonal Skills – ability to interact with others in a positive manner

Key Relationships

This person reports directly to the Purchasing Manager 

Other key relationships are: 

• Head Office Managers in all departments

• Retail Manager

• Business Vendors

Physical Requirements and Working Conditions

• Majority of time sitting in front of a computer

• Standing and walking for parts of the shift

• Must be able to lift up to 25 lbs or more 

• Effective communication between vendors and colleagues

• May be required to travel for industry shows and vendor meetings outside of regular working condition

Qualifications

• Post secondary education required, preferred in Business or Economics

• Previous Merchandising experience an asset 

• Proficient in Microsoft Office, especially Excel 

• Minimum 2 year experience in a wholesale and/or retail environment preferably in Health and Beauty

• Retail sales experience an asset 

Cloré is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, disability, or any other protected characteristic.

Disclaimer

This job description is intended to describe the general nature and level of work performed. Duties may change or be assigned as required by business needs.

Please note that we use AI for the initial round of screening.