Merchandising Operations Specialist

We are seeking a highly organized Merchandising Operations Specialist to support product administration, purchase order management, inventory accuracy, and inbound logistics for a growing fashion ecommerce business.

This role is responsible for maintaining accurate product, purchasing, shipment, and inventory data while supporting merchandising, logistics, ecommerce, customer service, and finance teams.

The ideal candidate has previous experience within the fashion, apparel, or textile industry and understands how products move from development and production through to shipment, warehouse intake, and inventory management.

Success in this role requires exceptional attention to detail, strong organizational skills, and the ability to accurately manage large amounts of product and inventory information across multiple systems.

This is not a general administrative assistant role. The ideal candidate understands garment merchandising processes, including SKUs, product variants, sizing structures, colourways, purchase orders, and seasonal product cycles.

Key Responsibilities

Purchase Order & Product Data Management

• Create, update, and maintain purchase orders for suppliers and internal teams

• Update product costs, quantities, sizing, colours, and delivery information

• Maintain accurate product master data across systems

• Manage SKU information, product variants, size grids, and colourways

• Ensure product information remains accurate and organized

• Maintain documentation related to product development and production timelines

Production & Shipment Tracking

• Maintain sampling, production, and delivery tracking documents

• Monitor supplier timelines and shipment schedules

• Update estimated delivery dates and inbound stock information

• Track production progress and identify potential delays

• Communicate updates to relevant internal teams

Inbound Logistics & 3PL Coordination

• Review supplier invoices, packing lists, carton details, and shipment documentation

• Prepare and update pre-advice documentation for 3PL partners

• Maintain intake planning documents for incoming inventory

• Coordinate shipment updates between suppliers, logistics partners, and internal teams

• Identify shipment delays and escalate issues when needed

Inventory & Stock Accuracy

• Monitor incoming inventory and update stock arrival statuses

• Maintain accurate inventory records across internal systems and 3PL platforms

• Identify and investigate inventory discrepancies

• Support stock reconciliation processes

• Ensure product availability information is accurate for business teams

Cross-Functional Support

• Provide stock and delivery updates to Customer Service teams

• Support Ecommerce teams by maintaining accurate product and inventory information

• Assist Finance teams with purchase order, shipment, and supplier documentation

• Maintain organized files, spreadsheets, and merchandising records

• Improve documentation and administrative processes

Qualifications

Required

• 2+ years of merchandising, buying administration, product operations, logistics, or supply chain experience

• Experience working within fashion, apparel, clothing, or textile businesses

• Strong understanding of garment product data including SKUs, size grids, colourways, and variants

• Experience managing purchase orders and supplier documentation

• Experience tracking production timelines, shipments, and inbound inventory

• Experience coordinating with suppliers, logistics partners, warehouses, or 3PL providers

• Experience maintaining inventory records and resolving stock discrepancies

• Experience working for a fashion ecommerce brand

• Experience supporting seasonal collections or product launches

• Experience with inventory management systems or ERP platforms

• Strong Excel or Google Sheets skills

• Ability to manage large amounts of product and inventory data accurately

• Excellent attention to detail

• Strong organization and documentation skills

• Strong written English communication skills

• Ability to work independently and manage multiple priorities

Preferred

• Experience supporting international supply chains