How to Be Assistant Buyer - Job Description, Skills, and Interview Questions

Jan 16, 2022 / 5 Minutes Read / By Albert

How to Become

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The Buyer plays a critical role in the purchasing process, and their performance can have a direct effect on the success of any business. An Assistant Buyer provides additional support to the Buyer, helping with tasks such as pricing, vendor selection and order management. By assisting the Buyer, an Assistant Buyer can help to ensure that the company is making efficient and cost-effective purchasing decisions, while also maintaining good relationships with vendors and suppliers. This can result in improved customer service, better quality products, and an overall boost to the companys bottom line.

Steps How to Become

Earn a Bachelor's Degree. Most employers prefer to hire assistant buyers with at least a bachelor's degree in a business-related field, such as marketing, management, economics, or business administration.
Gain Work Experience. Although some employers may hire entry-level assistant buyers, some may prefer to hire candidates with retail or buying experience.
Become Familiar With Retail Software and Systems. Assistant buyers must be familiar with retail software and systems, including point-of-sale systems, inventory management software, and other related programs.
Obtain Certification. Some employers may prefer assistant buyers who have been certified by either the National Retail Federation or the Fashion Institute of Technology.
Develop Strong Analytical Skills. Assistant buyers must be able to analyze data and trends in order to make informed purchasing decisions.
Develop Interpersonal Skills. Assistant buyers must be able to communicate effectively with vendors, suppliers, and other members of the buying team.
Remain Up-to-Date With Trends. Assistant buyers must stay up-to-date with current trends in the fashion industry in order to make informed buying decisions.

Being an efficient and reliable buyer requires the ability to effectively manage resources, prioritize tasks, and make informed decisions. To be successful in this role, one should develop strong analytical skills, cultivate an understanding of the market and its trends, and create relationships with vendors and suppliers. Good communication skills are also essential, as buyers often need to work with multiple stakeholders.

having strong negotiation skills, being organized, and having the ability to think on ones feet are all important traits of a successful buyer. By following these principles, buyers can ensure they are reliable and efficient in their role.

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Job Description

Develop, manage and execute purchase orders and contracts.
Research and analyze potential vendors, products, and services.
Monitor supplier performance and identify cost savings opportunities.
Negotiate pricing and terms with suppliers.
Track, follow-up and expedite deliveries of goods and services.
Manage inventory levels and conduct inventory reconciliation.
Adhere to purchasing policies and procedures.
Update and maintain supplier information in the company database.
Work with internal stakeholders to identify and fulfill their purchasing needs.
Develop reports to monitor purchasing activity.

Skills and Competencies to Have

Excellent organizational skills
Ability to work under pressure
Strong negotiation and problem solving skills
Excellent communication skills, both written and verbal
Ability to effectively manage supplier relationships
Ability to interpret and analyze data
Ability to create and maintain accurate records
Knowledge of the retail industry
Knowledge of the products and services offered by suppliers
Ability to identify cost savings opportunities
Proficiency in Microsoft Office applications
Understanding of purchasing principles and procedures

The ability to negotiate is a vital skill for an Assistant Buyer. Negotiation requires the ability to identify and leverage the strengths of each party involved to reach a mutually beneficial agreement. An Assistant Buyer must understand their own and the other party's objectives and capabilities to be able to effectively negotiate the best deals and terms.

Furthermore, strong analytical skills are important for an Assistant Buyer to assess the best financial benefit for their organization while mitigating potential risks. Communication skills are also key as an Assistant Buyer needs to effectively communicate their organizations position and persuade the other party to accept the terms while maintaining a professional demeanor. having these skills will enable an Assistant Buyer to get the best deals, resulting in increased profits and customer satisfaction for their organization.

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Frequent Interview Questions

What experience do you have in the retail and/or wholesale industry?
What experience do you have in purchasing, cost analysis, and negotiating?
What strategies have you used to stay organized and manage deadlines?
How have you managed to build relationships with vendors and suppliers?
What challenges have you faced in the past when it comes to making purchasing decisions?
Tell me about a time when you identified a potential cost savings opportunity.
How do you ensure that all orders are accurate and all specifications are met?
How would you handle a conflict between two suppliers?
How do you stay up to date on new products and trends in the industry?
Describe a successful project youve completed as an Assistant Buyer.

Common Tools in Industry

Microsoft Dynamics 365. This is an enterprise resource planning (ERP) solution used to automate and streamline business operations. (eg: managing inventory, tracking orders and customer data)
SAP Business Suite. This is an integrated ERP system used to manage financials, logistics, and customer relations. (eg: managing budgets, monitoring sales, and tracking customer satisfaction)
Oracle ERP Cloud. This is a cloud-based ERP solution used for financials, inventory, and customer service. (eg: tracking sales, tracking customer data, and managing inventory)
Adobe Creative Suite. This is a suite of software programs for creating digital artwork and marketing materials. (eg: creating logos, banners, and brochures)
Microsoft Excel. This is a spreadsheet program used to create tables, charts, and graphs. (eg: analyzing data and creating financial models)

Professional Organizations to Know

Association for Supply Chain Management (ASCM)
Institute for Supply Management (ISM)
National Association of Purchasing and Supply Management (NAPM)
Chartered Institute of Procurement and Supply (CIPS)
National Institute of Governmental Purchasing (NIGP)
International Supply Chain Education Alliance (ISCEA)
International Purchasing and Supply Education and Research Association (IPSERA)
American Purchasing Society (APS)
The Procurement Leaders Network
The Federation of International Trade Associations (FITA)

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Common Important Terms

Purchasing. The process of obtaining materials, supplies, and services from external sources.
Requisition. A document or form used to request a purchase.
Negotiation. The process of bargaining with a supplier to obtain the best possible price, terms, and conditions.
Cost Analysis. A method of comparing different suppliers or products to determine the most cost-effective option.
Inventory Management. The process of managing and tracking the quantity, quality, and availability of goods in stock.
Vendor Relationships. The relationship between a buyer and the supplier from which they purchase goods or services.
Bidding. The process of submitting offers to a supplier in order to obtain the best price, terms, and conditions.
Quality Control. The process of ensuring that purchased items meet an acceptable level of quality.
Contracting. The process of entering into a legally binding agreement with a supplier to purchase goods or services.
Procurement. The overall process of obtaining goods and services from external sources.

Frequently Asked Questions

What are the typical responsibilities of an Assistant Buyer?

The typical responsibilities of an Assistant Buyer include researching items, negotiating prices with vendors, maintaining inventory, and tracking orders to ensure timely delivery.

What qualifications are required to become an Assistant Buyer?

Qualifications to become an Assistant Buyer typically include a bachelor's degree in business, retail, or a related field, and at least 2 years of experience in purchasing, retail, or a related field.

What type of skills are needed for an Assistant Buyer?

Skills needed for an Assistant Buyer include excellent communication, negotiation, and organizational skills, as well as a strong working knowledge of purchasing systems and procedures.

How much does an Assistant Buyer typically earn?

According to PayScale, an Assistant Buyer earns an average salary of $47,664 per year.

How can an Assistant Buyer advance in their career?

An Assistant Buyer can advance in their career by gaining experience with different vendors, developing relationships with suppliers, and honing their negotiation and communication skills. They may also look into taking advanced courses in purchasing or retail management to improve their skills and qualifications.