Purchasing Assistant – Product
Caedu
full-time
Posted on:
Location Type: Hybrid
Location: São Paulo • Brazil
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Job Level
About the role
- Provide and send manuals to suppliers via email, phone and WhatsApp to clarify questions and guide required procedures.
- Register products, create and receive purchase orders and subsequently track them using the system-generated code; extract and send orders to suppliers and ensure their acknowledgment/receipt by email to confirm purchases.
- Generate and validate label files via the system for sending to suppliers to ensure product identification in stores.
- Request samples for Quality Control via email, phone or WhatsApp for approval by the product and quality teams. Monitor, approve and follow up on samples in the Supplier Portal to release scheduling.
- Follow up on order schedules via email, phone or WhatsApp to ensure deliveries. Manage follow-ups for orders and deliveries to meet deadlines, cancel schedules when necessary and liaise with the DC (Distribution Center) to complete the process.
- Maintain contact with suppliers to correct or modify orders/products in the system and communicate with DCs to resolve delivery discrepancies via email, phone or WhatsApp.
- Monitor receipt of samples delivered by suppliers and Quality Control for Showroom organization and control. Notify suppliers daily about approved and rejected samples with comments via email, phone or WhatsApp to ensure timely delivery; issue sample identification sheets using Excel files to track product aging.
- Ensure completion of mega-line sheets and catalogs using spreadsheets for presentations.
- Assist the Styling team in selecting and preparing samples for photos and catalogs.
- Complete campaign descriptions by gathering information such as sales, product, description and size range for Marketing.
- Collect and return samples after the campaign period to the supplier, requesting pickup for cleaning and preparation of new samples.
- Organize physical folders for portfolios and receipts to control order drafts and track deliveries. Assist the Product Manager when necessary by issuing required drafts to secure purchases. Prepare drafts of received orders, separating them for audit control when requested. Dispose of drafts older than one year to keep files organized.
- Send fit and specification information to suppliers via email, phone or WhatsApp for sample approval. Record donated sample items in a spreadsheet for audit control.
- Support stores by providing assistance and clarifying questions to help ensure successful sales.
Requirements
- Education: High school diploma required. Preferably currently pursuing a college or technical course in Fashion, Business Administration or Finance.
- Experience: Minimum 6 months in retail preferred.
- Computer skills: Basic Microsoft Office.
- Technical competencies: Negotiation of lead times/deadlines, internal and external customer focus, and knowledge of the retail market.
- Behavioral competencies: Interpersonal skills, communication, agility and organization.
- Mandatory training: Company internal processes and procedures.
Benefits
- Health insurance
- Dental insurance
- Transportation allowance
- Meal allowance
- Profit sharing (per company policy)
- Birthday day off
- Discount on Caedu products
- Educational partnerships
- Partnership with Sesc
- Pharmacy partnership/discount
- Gympass
- Telemedicine
- "Better Maternity" program — support during the special period for new mothers
- Personal guidance program
- Career development track
- Online learning platform
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Microsoft OfficeExcellabel generationpurchase order managementsample trackingquality controlcampaign description preparationaudit controlnegotiation of lead timesorder tracking
Soft Skills
interpersonal skillscommunicationagilityorganizationcustomer focus