Samples Lead

THE PRODUCTION FACTORY; Greater London; On-site; GBP 21,000 - 32,000; Full time

Job summary

The Production Factory is seeking a detail-focused Sample Coordinator to join our London-based studio. You will manage the movement of samples through the photographic workflow, ensuring accurate tracking from delivery through shoots to return.

This role is studio-based, five days a week. Working closely with the production, client, stylist, and post teams, you will maintain up-to-date sample records, QA data for our DAM system, and provide clear weekly reports to the client.

Qualifications

• Experience in a similar role.
• Excellent organisational and administrative abilities.
• Ability to plan and prioritise within schedules.
• Familiarity with ecommerce photography workflow (beneficial).
• Strong attention to detail and data handling.
• Understanding of sample movement within the photographic process.

Responsibilities

• Manage day-to-day admin and movement of samples.
• Coordinate workflow from client into the studio to optimise capacity.
• Act as main contact between client and studio; build relationships.
• Liaise with client and stylist to understand sample requirements.
• Attend weekly updates to capture photographic requirements.
• Record all samples entering the warehouse with complete information.
• Ensure correct samples are prepared for each shooting day with teams.
• Quality control data on the DAM site.
• Oversee samples for fashion/model and product shoots; manage returns.
• Oversee samples leaving the studio after shoots.
• Ensure recycling policies; keep sample spaces tidy.
• Prioritise samples for photographing.
• Prepare samples for photography; maintain high prep standards.
• Collaborate with Lead Retoucher for colour/shape references.
• Collaborate with Senior Copywriter for care label information.
• Aim to improve quality, processes, and efficiency.
• Support on creative shoots when required.
• Assist Studio Manager with weekly client sample reports.

Skills

Experience in role

Org & Admin

Process-driven

E-commerce process

Attention to detail

Sample movement

Stakeholder relations

Process improvement

Job description

The Production Factory is a global production agency working across stills and film. We produce high-end visual content for fashion, luxury, beauty, lifestyle, and culture’s most forward-thinking brands, creatives, and agencies.

From concept to final delivery, we handle the full production journey - bringing ideas to life through thoughtful planning, expert production, and industry-leading post-production. Whether on set or in post, our teams work seamlessly to shape imagery and film that feels elevated, considered, and impactful across print, digital, social, and broadcast platforms.

Our integrated approach means production and post-production work hand in hand, ensuring creative consistency, technical excellence, and a smooth, collaborative process throughout. We partner closely with photographers, directors, stylists, and creative teams to support ambitious ideas and deliver exceptional results at every stage.

We have offices in London, New York, Miami, Mallorca, and Manchester, meaning we operate on a global platform. This allows us to connect brands with world-class production in the cities that shape culture.

ROLE OVERVIEW

Working with one of our key clients on their e-commerce photography; this role will oversee the collation and movement of samples through the photographic workflow process. 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 client, while providing clear reporting on sample status and location at every stage.

Please note this role is studio-based, 5 days per week.

KEY RESPONSIBILITIES

• Manage day-to-day admin and movement of samples.
• Work closely with the Production team to manage workflow from the Client into the studio, ensuring capacity is appropriately and efficiently used.
• Be a key point of contact between the client and the studio, working closely with all teams, building collaborative relationships.
• Regularly liaise with the client and stylist to understand sample requirements.
• Attend weekly updates to understand the photographic requirements of samples.
• Receive and record all samples entering the warehouse, ensuring samples have all the required information.
• Ensure the correct samples are prepared for each shooting day by liaising with the production team and the styling teams to understand volumes.
• Quality control recording of samples & relevant information onto the Client’s DAM site.
• Management of samples required for both fashion model and product still life shoots, creative shoots, including collation and return of samples. With the possibility of home samples in the future.
• Oversee the management of samples leaving the studio after being shot.
• Ensuring recycling policies are being upheld by the team and sample spaces are kept clean and tidy.
• Prioritise samples for photographing as needed.
• Manage sample prep, ensuring that this is maintained to a high standard and that samples are ready for photography.
• Work with the Lead Retoucher to collate samples as needed for the post-production team to reference for colour, shape etc.
• Work with the Senior Copywriter to collate samples as needed to collate care label information.
• Continually look to improve quality, processes, capabilities and efficiencies within the scheduling and movement of samples.
• Support with samples on creative shoots when required.
• Support the Studio Manager in prepping weekly sample reports for the Client

SKILLS

• Experience in a similar role.
• Outstanding organisation and administration skills.
• Process-driven with experience of working to schedules and an ability to plan and prioritise work.
• An understanding of the e-commerce photographic process would be beneficial.
• Exceptional attention to detail and ability to interrogate high volumes of data.
• Understanding of samples’ movement in relation to the photographic process.
• Ability to build and maintain relationships with a variety of stakeholders.
• Able to suggest new procedures & initiatives that may support the sample management process.

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.