Office Coordinator

We are seeking a highly organised and proactive Sample Coordinator to manage and oversee the full lifecycle of product samples. This role is essential to supporting the Sales team and maintaining smooth communication between internal departments, clients, and external partners. 

The main duties :

• Receive and process sample requests via email and telephone from the Sales team, dealers, and clients.
•  Accurately record and prioritise all incoming requests.
•  Check availability of requested samples in current stock.
•  If unavailable, determine if samples can be recalled from the field or reused to save costs and reduce lead times.
•  Initiate the sample manufacturing process if needed, ensuring efficiency and minimal delay.
•  Complete and manage relevant paperwork, including Sample Request Forms and internal records.
•  Maintain up-to-date logs of sample status, location, and returns.
•  Liaise with the Transport or Logistics team to arrange timely delivery and collection of samples.
•  Ensure all transport-related queries or issues are resolved quickly and efficiently.
•  Proactively chase sales teams, dealers, and clients for outstanding or overdue sample returns.
•  Manage inventory of finish samples (e.g., fabric, texture, colour swatches).
•  Send out finish samples on request and reorder stock from suppliers when low.
•  Perform other administrative tasks as required by the department, including filing, data entry, and office support.

The successful candidate will have the following skills :

• Strong organisational and multitasking skills
•  Excellent verbal and written communication
•  Attention to detail and accuracy
•  Ability to work independently and manage workload effectively
•  Confident in liaising with various departments and external stakeholders
•  Proficient in Microsoft Office (Word, Excel, Outlook)
•  Experience with inventory or CRM systems is an advantage
•  Previous experience in an administrative or coordination role (preferably within Sales Support, logistics, or Supply Chain)
•  Experience handling product samples, stock, or logistics coordination is highly desirable
•  A proactive, problem-solving mindset with a focus on efficiency and cost-saving
•  Office-based with occasional interaction with warehouse or logistics teams
•  Fast-paced environment with frequent communication needs across departments

In return the company will provide a competitive salary, 25 days holiday plus stats, full product training and a full induction programme.