Sample & Showroom Coordinator

The Sample & Showroom Coordinator is responsible for managing all approved samples from receipt through to storage, allocation, and return. The role ensures that approved samples are accurately tracked, maintained, and available for business needs, while overseeing the day-to-day management and presentation of the showroom. The position supports internal teams by ensuring samples are prepared, organized, and available for photo shoots, customer meetings, and other business activities.

Key Responsibilities

Sample Coordination

• Liaise with Technical, Social Media teams to ensure only approved samples are used for photo shoots and marketing activities.
• Manage approved samples and ensure they are prepared and available in time for scheduled photo shoots.
• Track the movement of all approved samples and maintain accurate records.
• Ensure all sample data is accurately entered and maintained within company systems.
• Support Product Development teams with sample allocation and tracking.
• Monitor sample requests and coordinate sample availability across departments.
• Ensure samples are maintained in excellent condition and meet presentation standards.

Showroom Coordination

• Manage the day-to-day operation and presentation of the showroom.
• Ensure all samples are correctly labelled and organized.
• Organize sample collections for customer meetings, presentations, and internal reviews.
• Maintain inventory records and location tracking for all showroom samples.
• Manage sample check-in and check-out processes.
• Ensure all samples called in from the warehouse are returned correctly, including appropriate folding, packaging, and polybags.
• Maintain showroom standards and ensure products are displayed professionally at all times.

Administration & Reporting

• Maintain sample libraries and digital records.
• Create and update sample trackers, reports, and critical path documents.
• Produce accurate inventory and sample status reports when required.
• Support continuous improvement initiatives to increase efficiency within sample management processes.
• Ensure sample records are regularly reviewed and updated.

Working Hours

Full-time position, with flexibility required during seasonal launches, customer meetings, photo shoots, and critical business periods.

Essential

• Excellent organizational and time management skills.
• Strong communication and relationship-building abilities.
• High attention to detail and accuracy.
• Proficiency in Microsoft Excel, Outlook, and sample tracking systems.
• Ability to manage multiple projects and deadlines simultaneously.

Desirable

• Experience within the fashion, apparel, footwear, or accessories industry.
• Familiarity with PLM, ERP, or product management systems.
• Previous experience in sample management, showroom coordination, or product administration.

Key Competencies

• Organization and planning
• Attention to detail
• Problem-solving
• Communication skills
• Time management
• Commercial awareness
• Teamwork and collaboration
• Initiative and accountability

Performance Measures

• On-time sample delivery and preparation rate.
• Accuracy of sample tracking records.
• Showroom presentation and organization standards.
• Effectiveness of sample allocation and availability.
• Sample inventory accuracy.
• Timely return and management of showroom and warehouse samples.

• 50% Employee Discount
• 24 days holiday per year (plus bank holidays)
• A paid day off on your birthday
• A paid moving day per year
• Pension Scheme
• Bonus Scheme
• Employee Assistance Programme for you and your family
• £500 employee referral bonus scheme
• Local Business Discounts (cafés, fitness, beauty etc)
• North-West London office location directly located next to good transport links
• Casual office dress code (your style of dress is up to you, wear what you feel best in)
• Fully-stocked kitchens and fridges (hello endless brekkie and snack supply, see ya afternoon munchies)
• Regular Office Social Events (e.g. payday socials)