Sample & Studio Administrator
Vacancy at a glance
- Employer
- Not provided in listing
- Location
- Not provided in listing
- Pay or stipend
- Not provided in listing
- Closing date
- Not provided in listing
These details come from the listing data. Confirm them on the original advert before applying. An unspecified detail has not been verified and should not be assumed.
Overview
The Sample & Studio Administrator is responsible for the day-to-day administration and coordination of samples within the studio, ensuring that products are received, organised, tracked and available for photography according to production requirements. The role also supports the upkeep and smooth running of the studio, ensuring an organised and efficient working environment.
Requirements
- Relevant tertiary qualification in Administration, Fashion, Retail, Visual Arts or a related field will be advantageous.
- 2 years' relevant administrative or studio coordination experience.
- Experience in an e-commerce, fashion or retail environment will be advantageous.
- Good understanding of e-commerce photography and product workflows.
- Experience in sample coordination, product administration or stock management.
- Strong organisational and administrative skills.
- Excellent attention to detail and ability to maintain accurate records.
- Ability to prioritise workloads and manage multiple deadlines simultaneously.
- Strong communication and interpersonal skills.
- Proficient in Google Suite and Microsoft Office.
- Experience with product or sample management systems will be advantageous.
- Ability to work in a fast-paced, high-volume environment.
- Proactive, reliable and able to work independently.
- A good understanding of the fashion industry and product lifecycle will be advantageous.
Responsibilities
- Manage the receipt, organisation and tracking of all samples entering and leaving the studio.
- Ensure samples are correctly labelled, recorded and stored.
- Coordinate the movement of samples between the studio, styling, photography, and post-production.
- Ensure samples are available and ready according to the photography schedule.
- Track outstanding, missing or delayed samples and follow up with relevant teams.
- Ensure samples are returned to the appropriate departments once photography is complete.
- Maintain an organised and efficient studio environment.
- Ensure studio areas, sample rooms and storage areas are kept organised and well maintained.
- Assist with the preparation of the studio for daily shoots.
- Monitor studio supplies and coordinate the procurement/sourcing of required materials.
- Flag any maintenance, equipment or operational issues to the relevant manager.
- Support the photography team with the coordination of high-volume e-commerce product shoots.
- Maintain an understanding of e-commerce photography processes, product flow and production timelines.
- Assist with tracking photography progress and outstanding products where required.
- Maintain accurate sample records, trackers and documentation.
- Assist with daily and weekly reporting on sample status and studio production.
- Ensure information is kept up to date and communicated to relevant teams.
- Work closely with photographers, stylists, post-production and operations teams to ensure smooth studio workflows.
- Build effective relationships with internal teams and relevant suppliers.
How to apply
Application checklist and CV advice
SpanSam application guidance — these tips supplement the original advert; they are not additional employer requirements.
For Sample & Studio Administrator, compare your qualifications and experience with each requirement in the original listing. Identify the examples from your work, studies or volunteering that demonstrate your suitability. State your actual responsibilities and achievements clearly; do not add skills or experience you cannot support.
Check the submission instructions
Use the application route shown above and confirm that the vacancy is still open on the original source. Check the closing date, location, reference number and any requested document format before submitting. If a detail is missing here, consult the employer’s advert rather than assuming it is optional.
Prepare the documents requested
Keep your CV contact details current and tailor your profile to this opportunity. Include supporting documents only as requested by the employer. Check whether the employer requires an online profile, a cover letter or answers to screening questions. Complete required fields accurately and review attachments before sending.
Check the opportunity-specific conditions
Consider the practical details of the advertised position as well as its title. Check the stated workplace, schedule and employment arrangement on the employer’s page before deciding whether to apply. If salary or working hours are not advertised, treat them as unconfirmed rather than relying on estimates from similar roles. Where the source provides an enquiries contact, use it to clarify the advert; send applications only to the designated submission destination.
Explain how your experience fits
Read the responsibilities alongside the requirements before editing your CV. For each relevant skill, choose a concrete example that explains what you did, the setting in which you did it and the result. Use dates and qualification names consistently across your CV and application form. If you are applying for an early-career opportunity, relevant projects, practical training and volunteering can help explain your experience, but should be labelled honestly rather than presented as paid employment.
Keep the strongest relevant information easy to find. A short professional profile, clear section headings and readable bullet points help a recruiter locate your education, skills and experience. Avoid copying every phrase from the advert into your CV. Use the employer’s terminology only where it accurately describes your background. Do not include identity documents or private financial information in a public CV unless the verified application process specifically requests them through a suitable channel.
Review before you submit
Open your final attachments to check that the files are readable, the correct versions are included and your contact details are accurate. Where an application portal is used, check for a confirmation screen or email rather than assuming an upload completed successfully. If the advert requests a reference number in an email subject or application form, copy it exactly from the official advert. Submit through the stated route; sharing a CV in a social-media comment is not a substitute for applying.
Keep a record and protect your information
Save a copy of the advert and your submission confirmation. Use Mark as applied to track this opportunity in My Jobs. Verify the destination before sharing personal documents, and investigate requests for payment or sensitive financial information. SpanSam does not decide applications or guarantee interviews.
Prepare your free CVAbout this listing: SpanSam is an opportunity discovery service and is not the hiring employer unless explicitly stated. Application decisions and source-listing changes are controlled by the employer or institution.