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Key Responsibilities and Required Skills for Merchandising Clerk

💰 $35,000 - $55,000

RetailMerchandisingAdministrative SupportSupply Chain

🎯 Role Definition

A Merchandising Clerk is the organizational backbone of a dynamic merchandising department, providing critical administrative and operational support to ensure the smooth and efficient flow of products from vendor to customer. This role is pivotal in maintaining the integrity of product data, managing the purchase order lifecycle, and facilitating clear communication between buyers, suppliers, and logistics teams. By handling the detailed execution of merchandising strategies, the Merchandising Clerk directly contributes to inventory accuracy, product availability, and ultimately, the company's sales success and profitability.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Retail Sales Associate
  • Stockroom Associate or Stock Clerk
  • Administrative Assistant
  • Data Entry Clerk

Advancement To:

  • Merchandising Assistant or Coordinator
  • Assistant Buyer or Procurement Specialist
  • Category Analyst
  • Inventory Planner

Lateral Moves:

  • Inventory Control Clerk
  • Logistics Coordinator
  • Sales Support Specialist

Core Responsibilities

Primary Functions

  • Execute the complete purchase order (PO) lifecycle, including accurate creation, data entry, validation, and submission to vendors based on buyer directives.
  • Diligently track and monitor all open purchase orders, proactively identifying and communicating any potential delays or discrepancies in shipping and delivery dates.
  • Serve as a primary point of contact for vendor inquiries, building strong relationships and facilitating effective communication regarding order status, product specifications, and compliance.
  • Meticulously maintain and update product information databases or ERP systems with new item setups, price changes, and attribute modifications to ensure data integrity across all platforms.
  • Prepare and distribute regular and ad-hoc reports on sales performance, inventory levels, and order fulfillment status to support buyer decision-making.
  • Manage and organize product samples, coordinating their receipt, labeling, storage, and distribution to relevant teams like marketing, photography, and quality assurance.
  • Collaborate closely with the accounts payable department to resolve any invoice discrepancies, ensuring timely and accurate payment to vendors.
  • Assist in the allocation of merchandise to stores, ensuring inventory distribution aligns with sales forecasts, store capacity, and regional demand.
  • Process and manage return-to-vendor (RTV) requests, handling all necessary documentation and system transactions to ensure proper credit and inventory adjustment.
  • Support the merchandising team in preparing for seasonal line reviews and strategy meetings by compiling data, creating presentations, and organizing materials.
  • Conduct regular system audits to ensure pricing, promotions, and product data are accurate and consistent between the master database and customer-facing channels.
  • Communicate assortment changes, price updates, and promotional activities clearly and effectively to store operations teams to ensure seamless in-store execution.
  • Monitor inventory levels for key items, flagging potential out-of-stock situations or overstock risks to the buying team for timely action.
  • Assist in the creation and maintenance of a merchandising calendar, tracking key deadlines for product development, purchasing, and marketing launches.
  • Verify inbound shipment accuracy by cross-referencing packing slips and receiving documents against original purchase orders.
  • Generate UPCs and item numbers for new products, ensuring adherence to company standards and formatting requirements.
  • Field and resolve inquiries from stores regarding product availability, shipment status, and data inconsistencies.
  • Support the e-commerce merchandising team by ensuring all necessary product attributes, images, and copy are delivered and uploaded correctly for online listings.
  • Analyze and compile data on competitor pricing and promotions to provide the merchandising team with valuable market insights.
  • Liaise with the warehouse and logistics teams to coordinate inbound freight, prioritize receiving, and troubleshoot any shipment-related issues.
  • Maintain comprehensive and organized digital and physical filing systems for all purchase orders, vendor communications, and product-related documentation.

Secondary Functions

  • Support buyers with ad-hoc reporting and exploratory data analysis to identify emerging sales trends or inventory patterns.
  • Contribute to process improvement initiatives by identifying and suggesting opportunities for greater efficiency within merchandising operations.
  • Collaborate with the marketing team to ensure product information for promotional materials, signage, and advertisements is accurate and up-to-date.
  • Participate in team meetings and sprint planning sessions, providing updates on order status, vendor communications, and operational roadblocks.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Excel Proficiency: Advanced ability to utilize functions like VLOOKUP, HLOOKUP, pivot tables, and complex formulas for data manipulation and analysis.
  • Data Entry Accuracy: Demonstrable speed and high accuracy in data entry and keyboarding, with a meticulous eye for detail.
  • ERP/Inventory Management Systems: Hands-on experience with enterprise resource planning (ERP) or specific retail management systems (e.g., SAP, Oracle, NetSuite).
  • Purchase Order Management: Solid understanding of the PO creation and management process within a retail or wholesale environment.
  • Retail Mathematics: Strong grasp of fundamental retail math concepts, including margin, markup, sell-through, and inventory turn.
  • Reporting & Analytics: Ability to generate, compile, and format data into clear, actionable reports for business stakeholders.
  • Microsoft Office Suite: Overall proficiency in Word, Outlook, and PowerPoint for communication, scheduling, and presentations.
  • Vendor Communication Platforms: Familiarity with vendor portals or Electronic Data Interchange (EDI) for transmitting orders and invoices.
  • Database Management: Basic understanding of database principles and experience maintaining data integrity within large datasets.
  • Product Information Management (PIM): Experience with PIM systems used to centralize and manage product information is a significant plus.

Soft Skills

  • Exceptional Organization: Proven ability to manage multiple tasks, priorities, and deadlines simultaneously in a fast-paced environment.
  • Attention to Detail: A precise and meticulous approach to all tasks, ensuring the accuracy of data, orders, and communications.
  • Strong Communication: Excellent written and verbal communication skills for clear and professional interaction with internal teams and external vendors.
  • Problem-Solving Acumen: A proactive and resourceful mindset to identify issues, investigate root causes, and recommend effective solutions.
  • Collaborative Spirit: A team-oriented attitude with the ability to work effectively and build positive relationships across different departments.
  • Adaptability: Flexibility to adapt to changing priorities, processes, and business needs without losing focus or productivity.
  • Time Management: Superior ability to prioritize workload, manage time effectively, and consistently meet established deadlines.
  • Initiative: The drive to take ownership of responsibilities and proactively seek out ways to contribute and improve processes.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree in a relevant field.

Relevant Fields of Study:

  • Business Administration
  • Retail Management or Merchandising
  • Marketing
  • Supply Chain and Logistics

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an administrative, clerical, or support role, preferably within a retail, wholesale, or corporate environment.

Preferred:

  • Direct experience within a merchandising, buying, or inventory department is highly desirable.
  • Experience in the specific industry sector (e.g., fashion apparel, consumer electronics, home goods) is a strong asset.
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