Sample and Image Coordinator

The role requires a highly organised and pro-active individual, with exceptional communication skills. A hands-on approach to problem solving and multi-tasking is essential.

Experience in a similar role is preferable, and a strong proficiency with Microsoft Excel is required.

Reporting to the Production Manager, you will be working alongside a team of others within our in-house studio team.

Key Responsibilities

List of Primary Duties and Responsibilities:

• Managing the delivery (intake) and return of all samples to the head office for studio photoshoots.
• Tracking and managing internal shoot documents and lists to ensure all products are photographed.
• Requesting samples from the warehouse and factories when needed and liaising with other departments and offices to borrow samples for required imagery.
• Allocating shots for all products by preparing shoot lists (on internal docs), calling in products and ensuring rails are organized by launch date/season for the stylist.
• Tracking daily shoot progress using same internal documents.
• Updating internal SKU documents with newly added products on a weekly basis.
• Highlighting any issues with internal documents to the relevant teams or raising them with the Production Manager if necessary. Taking initiative and finding solutions to problems before they arise is crucial.
• Always keeping the sample rails and studio areas tidy.
• Ensuring all samples are prepped and ready for shoots in an organized manner and communicating this to relevant team members.
• Working closely with other departments to proactively prepare and collect samples for upcoming shoots. Expert understanding of the seasonal shoot calendar and product launches is essential.
• Assisting retouchers with obtaining samples for any colour checking or product-related queries.
• Checking samples against product imagery when new samples are delivered, to identify any changes or the need for reshoots. Allocating and tracking reshoots when necessary.
• Ensuring excellent standards of sample management are maintained, and all samples are returned in a tidy and correct manner.
• Working with on-set shoot teams to ensure all allocated products are photographed each day.
• Assisting the Production Manager with any ad hoc requests.
• Being on set and supporting the studio team and Production Manager during editorial, campaign, and lookbook shoots.
• Ensuring the Digital Asset Management (DAM) system is kept up to date, with images correctly coded and stored.
• Resolving sample issues prior to shoots and escalating any unresolved matters to the Production Manager.
• Liaising with the production department regarding sample changes, adjustments, or colour updates and updating Stylist and Production Manager.
• Staying informed about the studio calendar and shoot schedule to ensure both long and short-term sample allocation and shoot planning are on track for deadlines and launches.
• Assisting with the preparation and collection of samples for internal sample sales.

Requirements

Experience

• Previous experience in a similar role, preferably in a fashion business

Skills

• Strong organisational and communication skills
• Proficiency in Microsoft suite, particularly Excel
• Excellent problem-solving and decision-making abilities.