Sample Coordinator

Refined. Elevated. Bespoke. Safiyaa stands as a preeminent luxury womenswear brand, connecting a traceable line between art and fashion, where sustainability meets luxury, and craftsmanship meets individuality. Founded in 2011 by Daniela Karnuts, Safiyaa’s design ethos is built on the distinctive accentuation of the female form, incorporating organic elements of the natural world to create a unique visual language. Safiyaa’s made-to-order approach is a testament to our philosophy that each individual’s identity surpasses the conventional boundaries of traditional design. At Safiyaa, we believe that modern luxury is not only about material and craftsmanship; but about defining a bespoke language of identity and self expression, honoring the autonomy of choice.

We are looking for a highly motivated Sample Coordinator and this individual will join our London Team and will be based full-time from our London location.

   Press Sample Coordination:

• Manage global press and sample requests across key markets and locations.
• Establish and maintain relationships with VIPs/Stylists and Editors.
• Organise and manage press sample sets at the London Showroom, coordinating necessary appointments.
• Communicate sample availability with external stakeholders and manage logistics of packing and shipping for press.
• Organise domestic and international shipments/logistics ensuring secure and timely pick-ups and drop-offs. 
• Respond promptly to VIP sample requests  from the London Showroom including  packing, unpacking and dispatching from the London showroom.   

PR Liaison & Documentation:  

• Maintain VIP/press documentation to track send-outs and update the internal press deck regularly.
• Keep an updated PR request tracker to ensure timely responses and follow-ups.
• Ensure timely returns of samples and manage sample availability based on priorities.
• Liaise with our PR  team for daily PR requests, Logistics and update  

Atelier Support:

• Manage the daily sample movement across London showroom and Ateliers, ensuring efficiency and precision for client requests. 
• Manage the sample calendar to avoid overlapping between Development, Production, Wholesale, Design, Sales, and Press departments.
• Liaise on  sample orders/PP Samples and Wholesale photo samples across Safiyaa showrooms and Ateliers. 
• Curate shipping information for collection shipments and collaborate with logistics providers to arrange sample shipments, ensuring timely and secure delivery.
• Place special orders for press through Shopify, with correct information communicated to the production team as well as follow-up on the production and delivery.
• Liaise with the New York Atelier for weekly shipments, including necessary samples needed back.
• Assure samples' availability across all Safiyaa locations and ship when required. Arrange, label, track, and organise Press/Wholesale sample send-outs and returns with the assistance of the Sample Coordinator.
• Ensure samples stock at the London Showroom remains up to standard with the Sales team.
• Organize sample sets requested by the wholesale or private client team for trunk shows and events.
• Assist in packaging, ensuring accurate labeling, sealing, and boxing according to Safiyaa branding standards.
• Liaise with the Product Development team when samples need to be distributed.
• Generate reports on sample usage, availability, and circulation as required.  

Shoot Coordination:

• Book the courier once the shoot date is confirmed and manage collection transfers to and from the shoot.
• Be present at the shoot and help manage the sample rail as needed.
• Oversee the sample set and assist in labeling and packing the shoot wardrobe with necessary styling pieces.
• Assist in preparing pre-shoot documentation, sample lists, and labeling the collection.
• During the shoot, focus on pack shot details and ensure samples and accessories are provided for the appropriate sets.
• Post-shoot, create the intercompany shipment list and assist in packing and sending the new collection to London and New York for market week, as scheduled.  

Event Coordination:

• Work with Brand Ambassadors to facilitate and organize events, predominantly in London HQ, but also in other UK and international locations as needed.
• For international events, prepare shipment dates and movement of all brand collateral, including rails, packaging, samples, and stock.
• Prepare client gifting and coordinate catering, budget, models, invitations, guest lists, and liaise with venues.
• Provide regular updates to the team to ensure all logistics are in place.

Requirements:

• Experience within a Sample Coordinator position or similar role in a retail environment, understanding of luxury fashion business processes.
• Assisting in event planning
• Experience using Fashion GPS
• Strong proficiency with MS Office and Google Sheets.
• Excellent communication, collaboration, and interpersonal skills.
• Strong team player, with hands-on work ethic.
• Keen to follow and build processes, highly organised and can work well under pressure.
• Ability to work quickly, accurately, and independently with exceptional attention to detail.
• Strong organizational skills.