Sample Administrator (Northern Suburbs (Cape) at PEP

PURPOSE OF THE JOB 

• To efficiently manage and coordinate product samples for website / e-commerce content production across photography, web listings, marketing campaigns, and events. This role ensures samples are sourced, prepped, tracked, and delivered on time, aligning with the marketing calendar and broader business processes to support high-quality, deadline-driven web output. Identifying opportunities for continuous improvement to the marketing process and critical path. 

Requirements
KEY RESPONSIBILITIES 

Pre-campaign

•  Request, receive, and track all e-commerce & web samples from Buyers, ensuring they are in good condition, correctly labelled, and accounted for. 
• Populate and maintain a merchandising list to cross-reference physical samples; ensure accurate handover to the studio responsible for web photography. 
• Ensure timely return of all samples to Buyers after use, with all sample movement properly logged and tracked.
• Coordinate merchandise lists and samples in line with product inflow dates from Buying teams.
•  Update and maintain the e-commerce campaign calendar, flagging changes or delays proactively.
• Liaise with photographers and production teams to ensure the correct products are prepped and available for studio shoots.

 During campaign 

• Adherence to in-flow timelines and critical paths
• Accuracy in sample tracking, return, and documentation. 
• Quality and completeness of product representation on the website.
• Timely and accurate briefing of all e-commerce marketing activities. 
• Effective cross-team collaboration and feedback loop for continuous improvement

 Administration 

• Able to manage multiple projects and meet tight deadlines. 

ROLE  REQUIREMENTS 

•  Previous co-ordinating or admin experience preferred  
• Graduate with at least 2 years of preferred experience in a retail environment  
• Ability to multitask and be proactive 
• Proficient in Excel/Google Sheets and familiar with e-commerce content workflows
• Strong understanding of the retail and e-commerce environment. 
• Excellent communication and presentation skills (written and verbal) 
• Able to work in a team and deliver team objectives 
• Interpersonal & relationship building skills
• Problem-solving ability 
• Ability to plan and organise work according to deadlines
• Resilience and emotional maturity 
• Knowledge of social media platforms  
• Passion for advertising
• Resourcefulness