Merchandise Operations Specialist

The Merchandise Operations Specialist provides comprehensive administrative, operational, and analytical support across merchandise buying and domestic/import administration functions. This role partners closely with Buyers, Logistics, Compliance, Distribution Centers, vendors, and cross-functional teams to ensure efficient item setup, purchase order execution, product flow, and vendor account management.

The position is responsible for maintaining accurate product data, managing purchase orders (domestic and import), supporting promotional planning, and ensuring compliance with all regulatory and company standards. Success in this role requires strong attention to detail, the ability to manage multiple priorities in a fast-paced environment, and effective communication across internal and external stakeholders.

Key Responsibilities

1. Item & Data Management

• Create and maintain SKU data within AS400 following quote sheet and compliance guidelines
• Validate and update product data including pricing, packaging, case pack, weight, and other required details
• Participate in product and artwork review meetings and implement updates in systems

2. Purchase Order Management

• Create and manage domestic and import purchase orders, ensuring compliance with company and regulatory requirements
• Maintain and update PO data including FOB terms, lead times, pricing, and ship windows
• Coordinate letter of credit amendments and ensure timely processing with finance and vendors

3. Product Flow & Logistics Coordination

• Monitor product lifecycle from order creation through distribution center receiving
• Coordinate with distribution centers to resolve discrepancies, shortages, and overages
• Track shipment timelines and proactively address delays or compliance gaps
• Manage sample approvals and coordinate with buyers, vendors, and design teams to meet product requirements
• Verify required documentation including lab testing, certifications, and regulatory filings prior to shipments

4. Reporting & Analysis

• Generate and analyze weekly and ad hoc reports for merchandising and performance tracking
• Identify risks such as delayed approvals or shipment issues and communicate proactively to stakeholders
• Maintain tracking tools, dashboards, and spreadsheets to support operational visibility

5. Issue Resolution & Claims Management

• Research and resolve product issues, vendor claims, and customer complaints
• Coordinate cross-functional resolution of Purchase Order discrepancies and operational challenges

6. Sales & Promotional Support

• Partner with Sales Promotion teams to support merchandising events, including planning and sample coordination
• Ensure promotional displays and materials align with buyer strategy

7. Administrative & Cross-Functional Support

• Provide administrative support including reporting, documentation, and communication coordination
• Assist stores, distribution centers, and internal teams as needed
• Support special projects and miscellaneous operational tasks
• Communicate policy updates, compliance expectations, and operational changes to vendors
• Act as liaison between vendors, buyers, logistics, and internal partners to resolve issues and maintain strong relationships

Qualifications

Education & Experience

• High school diploma or GED required; bachelor’s degree preferred

Skills & Competencies

• Strong organizational and multitasking skills with attention to detail
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively in a fast-paced environment
• Analytical mindset with problem-solving capabilities
• Ability to manage sensitive and confidential information

Technical Skills

• Proficiency in Microsoft Office (Excel, Word)

Work Environment

• Office-based role with standard full-time schedule
• Fast-paced, deadline-driven environment requiring frequent interaction with cross-functional partners and external vendors