Planning Assistant

SUMMARY:
Our client is seeking a Planning Assistant to support the day-to-day operational and administrative functions of the supply chain. This role is key to ensuring the smooth flow of information, stock, and communication between internal departments, customers, and sales representatives.

POSITION INFO:
Key Responsibilities: 

• Follow direction and execute tasks as delegated by the Senior Planner and Planner
• Maintain a clear understanding of brand stockholding throughout the cycle
• Assist with production schedules and planning-related activities
• Attend planning and relevant business meetings
• Act as a key point of contact for Sales Representatives, including processing changes, allocating stock, releasing orders, and providing updates
• Deliver excellent customer service by managing queries via phone and email, or redirecting where appropriate
• Support house accounts, wholesale chains, and independent retailers with orders, catalogues, and stock information
• Prepare and submit COD and house account applications in collaboration with relevant departments
• Capture, import, and release distributions and call-off orders
• Coordinate order processing, delivery instructions, and prioritisation with the Warehouse Division
• Monitor and action system reports related to invoicing and order status (including SO status and PO processes)
• Resolve credit limit issues in collaboration with the Debtors Department
• Prepare pre-season samples, including naming, photography, and catalogue preparation
• Receive, sort, label, and distribute samples to Sales Representatives, ensuring all samples are tracked and returned
• Maintain showroom standards in line with brand requirements
• Manage and maintain brand archives to a high standard, including accurate archive logs
• Prepare quotes for cross-border clients and support the shipping function with required documentation
• Coordinate distribution bookings and liaise with warehouse and shipping teams
• Arrange travel, accommodation, and logistics for Sales Representatives during sales cycles
• Prepare and distribute marketing materials, catalogues, and stock sheets
• Capture and maintain accurate system information, including clearance sheets and order data
• Ensure all reporting is accurate, timely, and aligned to business requirements
• Stay up to date with company processes, systems, and policies
• Implement changes in line with updates to the Planning Process Manual
• Escalate matters to the Senior Planner where resolution cannot be achieved

• Minimum of 1 year’s experience in a highly administrative role
• Interest in building a career within Planning and Supply Chain
• A teachable attitude with a willingness to learn and grow
• Strong multitasking skills with the ability to manage high-volume workloads accurately
• Excellent communication skills and confidence engaging with stakeholders
• Proficient in MS Office (including Excel) with the ability to learn new systems quickly
• High attention to detail, strong ownership, and a proactive, growth-driven mindset