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Merchandise Assistant

Royal Academy of Arts
Art Museums and Institutions, Art Sales
   Location: London
   Salary: £22,000
Experience: Junior Level
  Organisation: Royal Academy of Arts
Deadline: 02/04/2019

About this position

The RA is self-supporting, receiving no government funding for its activities. Our Commercial Operations Department is the RA’s highly successful commercial arm which manages revenue-generating activity in support of the Academy’s cultural and academic goals. Our multi-channel retail operation includes three successful retail stores, plus a transactional website, enabling our visitors to buy a vast range of unique and innovative products to accompany their experience of eminent artists and architects.

An exciting opportunity has arisen for an ambitious individual who is looking to build a career in Merchandising. Our Merchandising team is responsible for the management of the merchandise range and achieving business objectives through range planning, range trading, stock management, supply chain management and margin control.

About you

You will be incredibly well organised and efficient; you will also possess a high level of accuracy, numeracy and meticulous attention to detail.

You will be methodical and a strong administrator and must be able to use your own initiative.

You will be highly IT literate, particularly in MS Excel to a level where you are confident and competent at writing V-Look-Ups, SUMIFs and Pivot tables quickly and effectively to produce reports and analysis; plus Word and Power Point.

You will possess excellent interpersonal and communication skills, in order to build effective working relationships with internal colleagues and external suppliers.

Ideally, you will have experience in retail or merchandise administration and you will have a genuine interest in the arts.

The benefits we offer

  • A very generous pension, contributing up to 10% of your salary into a defined contribution scheme
  • In addition to 25 days’ holiday and 8 days’ bank holiday each year, we close between Christmas Eve and New Year, allowing staff additional paid leave
  • Staff are encouraged to attend free History of Art and life drawing classes on site
  • We also have a staff choir, running club and craft club
  • Best of all, we have reciprocal agreements with many leading museums and art galleries in London and New York that enable you to enter for free with your staff pass.

Closing date for applications: Tuesday April 2nd 2019                            

Interviews to be held week commencing: Tuesday April 9th 2019         


 JOB DESCRIPTION                                                                                                         

JOB TITLE: –                          Merchandise Assistant

RESPONSIBLE TO: –            Merchandiser


  • Support the Merchandising Team through effective stock management, supplier                      liaison, and reorder PO raising.
  •  Junior involvement in forecasting and trading exhibition range
  • Key responsibility for running trading reports, analysis and range plan and                                       Merchandise system product maintenance to aid the commercial decision-                                     making process.
  • Lead on Publications stock management for Retail.


Merchandise Management

  1. Begin trading Key exhibition ranges under supervision by Merchandiser. Responsible for maximising sales through forecasting and reordering in a timely fashion, proposing and applying markdowns to promote efficient sell through, whilst maximising margin, briefing Merchandiser, communicating all requirements to Shop Ops, Warehouse and Ecommerce Teams. All agreed re-orders on the system as directed by the Merchandising and Buying Team.
  2. Support Art Sales Team on SKU creation, advise on stock movements and reporting.
  3. Run Daily and Weekly Sales, Stock and Margin Analysis Reports for Trading Meetings.
  4. Run Periodic detailed Sales, Stock and Margin Analysis of ranges for range reviews as directed by the Merchandiser, including the End of Exhibition Report.
  5. Range build liaison with Buying team, maintenance of product range plan merchandise detail on Excel files and in Navision Merchandise system.

Stock Management

  1. Lead Supplier liaison. Chasing Suppliers to ensure deliveries are on track for delivery to warehouse, ensuring that the Merchandise, Buying, Retail Ops, and Ecommerce Teams are made aware of any issues regarding stock availability, and particularly any delays to product delivery dates, shortages, price changes or other problems as appropriate. Present weekly update in the Trading Meeting.
  2. Responsible for re-order PO raising on Merchandise Navision system, once all information has been completed by the Buying Team, for both House and Exhibition ranges, after approval by Trading Director.
  3. Run PO Outstanding report weekly to ensure outstanding PO quantities and dates are correct, cancelling orders and balances after checking with the Merchandiser.
  4. Responsible for use of the Auto-replenishment system to optimise in-stocks and commercial opportunities, maintenance of parameters and planned management of product range launches.
  5. Advise Warehouse on despatch of packaging for appropriate orders.
  6. Request and manage the stock of Exhibition Posters from the Print Buyer for each Exhibition.

Stock Control Systems

  1. Lead, instigate, manage and record rolling stock-take process for Retail Ops and Warehouse to perform. Advise on outcomes and risks to Merchandiser.
  2. As directed, action all stock movements and transfers on the Navision system and ensure maintenance is accurate.
  3. Under direction from the Merchandiser, maintain correct product attributes and prices on the Merchandise Navision system.
  4. Advise and liaise with Retail Ops team and Ecommerce team to ensure all updates are actioned.

Publishing Management

  1. Responsible for forecasting and recording current exhibition catalogues sales and stock movements, providing proposals for stock requirement and reprints to Merchandiser and Publications Team, in order to maximise In-stocks and minimise risks of terminal stock.
  2. Forecasting, implementing and recording stock deliveries of back catalogue publications from 3rd party warehouses to fulfil sales requirements at the RA.
  3.  Maintain monthly adjustments on the Navision system according to new stock positions of T&H, Abrams, DAP and ACC after receiving report from RA’s Financial Analyst, in accordance with Month End Reporting.


  1. Support and advise Finance team with any admin queries, on Invoice process to ensure timely payment of invoices.
  2. Maintain Invoice Tracking spreadsheet for all non-PO orders and Pro Forma.
  3. Identify and capture Consignment stock and prepayments for inclusion in end of month reporting.
  4. Compile and complete Add-Ons for End of Month Reporting.


  1. Troubleshoot any problems with products scanning incorrectly at the Till.
  2. Lead on filing and archiving of reports.
  3. Keep accurate digital records of all actions on the inventory control system e.g. adjustments, transfers, outstanding orders and delivered orders.


  1. Assist in achieving the overall business objectives through participative teamwork in all other activities required of the Merchandising team.
  2. To co-operate by assisting in any areas as directed by Senior Management.

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