Samples Supervisor

WHO WE ARE 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, Manchester and Portugal, meaning we operate on a global platform. This allows us to connect brands with production expertise in the cities that shape culture. Please note: due to the nature of our business, this role will be studio-based 5 days per week. REPORTING The role will report to the Studio Manager. ROLE OVERVIEW Working with one of our key clients on their eCommerce photography, the Lead Samples Coordinator will take ownership of the complete sample journey, from receiving inventory sheets and arranging collections through to preparing products for photography and coordinating their return to the client. This is a hands-on, studio-based role responsible for ensuring samples are accurately tracked, organised and available when required. Working closely with the production, photography and styling teams, the Lead Samples Coordinator will plan and prepare daily sample rails in line with the shooting schedule, ensuring the correct products are ready to go on set each day. The role will involve managing regular, high-volume sample deliveries across a varied range of fashion products, maintaining accurate records through internal tracking systems and ensuring the sample area remains exceptionally organised. The successful candidate will have previous experience managing samples or inventory in a similar environment, with the organisation, attention to detail and initiative required to manage the process independently and efficiently. KEY RESPONSIBILITIES -     Take ownership of the end-to-end sample journey, from coordinating collections and receiving inventory information through to shoot preparation, tracking and final returns. -     Manage sample collections and returns, working closely with clients and courier partners to ensure products arrive, move through production and are returned within agreed timelines. -     Receive, check and accurately record incoming samples, identifying and resolving any discrepancies, missing items or delivery issues. -     Maintain accurate sample tracking records, ensuring all products can be accounted for throughout the production lifecycle. -     Organise and prioritise samples in line with weekly production schedules, ensuring products are prepared and available for shoots when required. -     Prepare samples for photography and build organised sample rails, ensuring products are correctly grouped, presented and ready for studio teams. -     Work closely with the e-Commerce Producer, Photographer, Styling and Post-Production teams to support day-to-day shoot requirements and changing production priorities. -     Oversee the movement and storage of samples within the studio, ensuring products are handled appropriately and remain organised and accessible at all times. -     Proactively identify and resolve issues that could impact production schedules, including missing samples, stock discrepancies, delayed deliveries and tracking concerns. -     Maintain clear communication with clients and internal stakeholders, providing regular updates on sample status, deliveries, returns and outstanding actions. -     Maintain a clean, organised and efficient sample management area, ensuring processes and storage systems support accuracy and productivity. -     Continually review and improve sample management processes, tracking systems and ways of working to enhance efficiency and accuracy. -     Support the wider Production team with sample-related requirements and additional projects as required. SKILLS -     Previous experience in a Samples Coordinator, Samples Manager, Stock Coordinator or similar role within fashion, e-commerce, photography or another high-volume environment. -     Strong understanding of sample handling, inventory management and product movement within a photography, production or retail workflow. -     Experience coordinating deliveries, courier collections and returns, with the ability to manage logistics and resolve issues independently. -     Highly organised and detail-oriented, with experience managing large volumes of products and inventory data while maintaining accuracy and meeting deadlines. -     Confident using tracking systems, spreadsheets and inventory records to monitor sample status, movements and stock accuracy. -     A proactive, process-driven approach, with the ability to prioritise workloads, identify discrepancies and ensure products are available to support production schedules. -     Strong communication and stakeholder management skills, with the ability to build effective working relationships with clients, couriers, photographers, stylists and production teams. -     Comfortable taking ownership of the sample management process, working independently while collaborating effectively with wider studio teams. -     A practical, hands-on approach to organising, preparing and moving samples, with high standards of organisation and housekeeping. -     Flexible and adaptable, with an understanding of e-commerce photography workflows and the ability to respond to changing priorities in a fast-paced environment.