Sample Coordinator

1 week ago

Durban, KwaZulu-Natal, South Africa b3f6a486-64e3-4227-a1dc-c5b41efcbc4e Full time R250 000 - R450 000 per year

1. Job Purpose

  • To source, request, track, and manage all product samples required for buyer presentations, product development, costing, and production approvals.
  • To work closely with designers, merchandisers, sourcing teams, and overseas suppliers to ensure all samples are accurate, on time, and aligned with the development brief.
  • To support the business by ensuring a smooth sample process from concept to final approval, helping to secure orders and maintain strong retailer relationships.

2. Key Result Areas

  • Accurate and timely delivery of all required samples.
  • Clear and professional communication with suppliers and internal teams.
  • Effective tracking, organising, and storing of all samples.
  • Proactive follow-up with factories to ensure deadlines are met.
  • High-quality sample checks to support product development and buyer approvals.

3. Sample Sourcing and Ordering

  • Request samples from local and international factories according to design briefs or buyer needs.
  • Prepare and issue clear sample briefs, including specs, artwork, materials, trims, packaging, and technical details.
  • Confirm sample costs, timelines, and factory capabilities.
  • Negotiate timelines to ensure samples arrive ahead of buyer meetings or range reviews.

4. Sample Tracking and Management

  • Maintain a detailed sample tracker with delivery dates, status updates, approvals, and buyer comments.
  • Follow up daily with suppliers to ensure on-time dispatch and courier bookings.
  • Manage customs documents and coordinate with freight forwarders when needed.
  • Receive samples, check quality and accuracy, and hand them over to design or sales teams.

5. Coordination with Internal Teams

  • Work with designers to ensure prototypes match artwork, colours, and overall product intent.
  • Support merchandising and sales by preparing samples for presentations, meetings, and submissions.
  • Communicate with production teams about adjustments required based on sample evaluations.
  • Assist sourcing with sample POs, supplier updates, and costing alignment.

6. Supplier Relationship Management

  • Build strong relationships with factories, trim suppliers, and fabricators.
  • Ensure suppliers meet quality and delivery expectations for all samples.
  • Manage communication across different time zones.
  • Provide factories with clear feedback and ensure corrections are delivered accurately in re-samples.

7. Buyer Meeting Preparation

  • Prepare, label, and present all samples required for buyer presentations.
  • Assist with boards, collection layouts, and range displays.
  • Record buyer feedback during meetings and share it quickly with relevant teams.
  • Manage re-sample requests and update buyers on sample progress.

8. Quality Control and Specification Checks

Review all samples for:

  • Material specifications
  • Colour consistency
  • Print or application accuracy
  • Functionality (zips, hardware, straps, closures, etc.)
  • Construction and workmanship
  • Escalate issues immediately and follow through on required corrections.

9. Administration and Reporting

  • Update trackers and internal systems daily.
  • Maintain sample inventory and ensure organised, accessible storage.
  • Prepare weekly reports on ETAs, delays, supplier issues, and sample costing.
  • Assist with compliance documents such as test reports and certificates.

10. Key Skills, Knowledge and Experience

Relevant Qualification:

  • Diploma or Degree in Supply Chain, Fashion, Product Development or related field.

Industry Experience:

  • 2–5 years in sample procurement, sourcing, or product development (preferably in fashion, apparel, or accessories).
  • Experience working with international factories is an advantage.
  • Knowledge of South African retailers (Mr Price, TFG, Truworths, Edgars, etc.).

Technical Skills:

  • Strong organisational and follow-up skills.
  • Excellent communication, including offshore supplier management.
  • Ability to manage high sample volumes and tight timelines.
  • Proficient in Excel, tracking systems, and email communication.
  • Strong attention to detail and quality control.
  • Understanding of materials, trims, and basic product construction.

Personal Attributes:

  • Proactive and solutions-driven.
  • Reliable and accountable with strong time management.
  • Able to work independently under pressure.
  • Positive, adaptable, and team-oriented.

Job Types: Full-time, Temporary

Contract length: 3 months

Work Location: In person

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