Sample & Studio Administrator (Northern Suburbs (Cape) at PEP

Description

• 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
Key Responsibilities

Sample Administration:

• 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.

Studio Coordination & Upkeep:

• 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.

E-commerce Support:

• 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.
• Ensure samples are coordinated according to photography priorities and deadlines.
• Assist with tracking photography progress and outstanding products where required.

Administration & Reporting:

• 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.
• Support the Studio team with ad-hoc administrative requirements.Team Collaboration:
• Work closely with photographers, stylists, post-production and operations teams to ensure smooth studio workflows.
• Build effective relationships with internal teams and relevant suppliers.

Required Knowledge, Skills and Competencies

• 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.
• Competencies: Devotion to quality, Result-oriented, Planning, Service Oriented, Initiative, Client, Focused, Innovating, and Creativity.

Closing date: Friday, 4 September 2026