Sample Room Assistant
Job Category: Interior Fit Out
Job Type: Full Time (Permanent)
Job Location: London
Salary: £30-35k
Purpose of the Role
This is a dynamic support role focused on managing the day-to-day operations of a sample room, coordinating with project and sales teams, and ensuring an exceptional customer experience through the smooth and timely handling of sample requests. This position requires a highly organized individual with excellent communication skills, an eye for process improvement, and a proactive, team-oriented mindset.
In addition to logistical and administrative responsibilities, the role also supports sustainability initiatives, inventory management, and internal communications, helping streamline the sampling process across the organization.
Key Responsibilities
Customer & Internal Team Support
- Process and prepare product samples in response to internal and client requests
- Collaborate closely with sales representatives and project teams to ensure timely fulfillment of sample orders
- Respond to relevant client emails and coordinate ad-hoc courier shipments (overnight or same-day as required)
- Maintain clear and regular communication with internal teams via chat channels and shared systems
- Ensure all sample tracking and order details are uploaded and visible to relevant stakeholders
- Support in-person meetings or showroom visits as needed
Sample Room Management
- Oversee daily operations of the sample room, including picking, packing, and dispatch
- Maintain a tidy, organized, and well-stocked environment
- Monitor the usage of the franking machine and ensure it remains operational (ink and credit levels)
- Track open sample orders and coordinate with Customer Service for updates, cancellations, or invoicing
- Collaborate with teammates to balance workloads and streamline internal processes
- Monitor sample usage to minimize discrepancies and maintain accountability
Inventory & Stock Control
- Monitor sample stock levels using planning systems and manage replenishment through purchase orders
- Ensure discontinued or outdated samples are removed from shelves in a timely manner
- Restock returned samples and coordinate reuse or recycling when appropriate
- Lead the annual sample stock take, including manual counts and reporting to finance
- Respond to out-of-stock sample requests from clients via a shared inbox
- Organize and manage marketing materials and promotional stock (e.g., tote bags, gifts)
- Order and maintain packing supplies (boxes, envelopes, bags, tape, etc.)
- Coordinate with external partners for sustainable disposal or donation of leftover materials
- Receive and sort incoming sample deliveries as needed
Time Management, Prioritization & Communication
- Prioritize daily tasks based on urgency and maintain a 24-hour response time for all sample-related queries
- Organize and manage email communications efficiently, escalating or delegating when required
- Provide clear, concise updates to internal teams on sample status, availability, and operational changes
- Attend training workshops and engage with internal learning tools to stay updated on company news and procedures
Qualifications & Competencies
Required Qualifications:
- High school diploma or equivalent
- Prior experience in a similar customer service, logistics, distribution, or internal sales support role is highly desirable
- Office-based experience handling orders, stock management, or dispatch coordination is a plus
Key Competencies:
- Strong organizational and time management abilities
- Excellent written and verbal communication skills
- Collaborative team player with a proactive mindset
- High attention to detail and problem-solving capability
- Proficiency with Microsoft Office Suite and general computer literacy
- Comfortable with multitasking in a fast-paced environment
- Familiarity with stock control, courier systems, and dispatch operations
- Interest or experience in sustainability practices and process improvement
Stakeholders & Key Relationships
- Project Team
- Sales Team
- Showroom Staff
- External and international sample distribution partners