Samples Coordinator

THE PRODUCTION FACTORY; Greater London; On-site; GBP 22,000 - 30,000; Full time

Job summary

The Production Factory, in collaboration with M&S, is launching a creative hub at Big Sky Studios. We are seeking a Samples Coordinator to support the Samples Manager and coordinate samples for eCommerce and digital shoots, working closely with styling and production teams.

Based on-site five days a week, you will oversee the intake, tracking and movement of samples, use LetsFlo and Excel to log status, and help ensure timely, accurate delivery and return of assets for shoots.

Qualifications

• Experience working in a photo studio environment managing products/clothing samples.
• Experience in fast-paced content studio environments with styling, production and creative teams.
• Proficient in MS Excel for asset trackers and sample logs.
• Detail-oriented and highly organised, with strong skills in sample tracking and reporting.
• Strong communicator, able to liaise effectively with internal teams and external clients.

Responsibilities

• Streamline sample management from arrival to shooting and return.
• Use trackers and software to assess sample availability.
• Log deliveries and items in the studio system.
• Track samples with LetsFlo and prep for shoots.
• Catalogue samples on arrival and hand off to teams with records.
• Collaborate with styling to organise samples on rails/crates for shoots.
• Assist with organisation of samples in/out of studios and hand to post-production.
• Arrange products to be returned to client after shoots.
• Respond to ad-hoc queries and prep products for re-shoots.

Skills

Sample tracking

MS Excel

LetsFlo software

Communication

Organisational skills

Tools

LetsFlo

Job description

Be part of a bold new chapter in content creation through a ground-breaking collaboration between M&S and The Production Factory. Together, we’re launching a dynamic new creative hub at the iconic Big Sky Studios – a purpose-built space to spark imagination, foster creativity and deliver excellence. This is more than a job; it’s a rare opportunity to help shape the visual identity of one of Britain’s best-loved brands.

ROLE OVERVIEW

As a Samples Coordinator you will play a pivotal role in supporting the Samples Manager and work closely with the Production Factory styling and M&S teams co-ordinating samples for eCommerce and digital shoots. You will work as part of the samples team overseeing the scanning and intake of samples upon arrival at Big Sky studios and work closely with the styling team to ensure a smooth and timely flow of samples in and out of the studio. This role is key to maintaining accurate tracking throughout the entire sample lifecycle—from initial delivery, through the shoot process, to the final return to M&S.

Please note: due to the nature of our business, this role is studio-based 5 days per week.

KEY RESPONSIBILITIES

• Work closely with the Samples Manager and M&S team to streamline the sample management process, ensuring smooth logistics from product arrival at Big Sky, to shoots and then return to M&S.
• Work with complex product trackers and trafficking software with high volumes of data to assess sample availability.
• Unpack deliveries on arrival to the studio and log items in the system.
• Track samples using internal software LetsFlo, ensuring proper logging and preparation for studio shoots.
• Support the movement of samples, ensuring that each sample is properly catalogued on arrival and handed off to the appropriate teams, while maintaining accurate records of sample status for easy access and reporting.
• Collaborate with the styling team, ensuring all samples are properly organised on rails/crates and prepped for styling sessions and shoots.
• Assist styling with the physical organisation of samples in and out of the relevant studios and then movement into post-production teams after shoots so they can be colour matched and returned to M&S.
• Arrange products to be returned to client after shoots are completed.
• Respond to ad-hoc queries, prep products for re-shoots where necessary, organise products for additional shooting requirements, ensuring all necessary information is logged and communicated efficiently across teams.

SKILLS

• Experience working in a photo studio environment managing products/clothing samples.
• Experienced in working within a fast-paced content studio environment with styling, production and creative teams.
• Experience with Lets Flo software is preferred or a similar content production workflow system.
• Proficient in MS Excel, with a keen ability to manage asset trackers and sample logs.
• Detail-oriented and highly organised, with strong skills in sample tracking and reporting.
• Strong communicator, able to liaise effectively with internal teams and external clients, ensuring smooth communication and project execution.
• Able to thrive under pressure, efficiently prioritising tasks and managing workload during peak periods, while maintaining high levels of organisation.
• Proactive and adaptable, with a positive attitude and the ability to independently problem-solve, streamlining workflows to ensure the success of each shoot.
• A team player who is eager to support others, contributing to a unified creative objective and ensuring seamless collaboration across departments.

As an equal opportunities employer, The Production Factory is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply.