Sample Coordinator

We are looking for a highly organized, proactive, and hands-on Sample Coordinator to join our team. In this role, you are responsible for the day-to-day handling and movement of product samples across the organization. You make sure samples are received, unpacked, sorted, stored, and placed in the right location at the right time, so that teams across Buying, PJM, Sales, Quality, and Sourcing can easily access what they need. The main focus of the position is Sample Management (approximately 17 hours per week), complemented by Logistics & Storage responsibilities (approximately 6 hours per week). This is a very hands-on role in which you are actively working with samples throughout the day, including lifting and moving boxes, unpacking samples, organizing storage areas, and maintaining the showroom and sample spaces. Alongside this, you keep the necessary tracking and administration accurate and up to date. The role is ideal for someone who enjoys structure, is practical and hands-on, and takes ownership of keeping the sample flow organized and running smoothly. What can you expect? Sample Management – approx. 17 hours per week The majority of your time will be dedicated to managing the complete sample flow, from samples arriving at the office to their distribution, storage, return, or disposal. - Manage inbound and outbound samples, including receiving, unpacking, registering, organizing, rotating, packing, and dispatching PP, MP, QIMA, Photography, and Sourcing samples. - Coordinate samples across departments, including sending packages on behalf of Buying and PJM, delivering and collecting photography samples, and returning Quality-checked and photography samples to the relevant PJMs. - Manage sample administration and tracking, keeping sample statuses, movements, storage locations, and Vendor Portal information accurate and up to date. - Coordinate sample and project clean-up together with PJMs and Buyers, including MP samples, completed projects, outdated samples, and samples ready for disposal. - Maintain the showroom and sample areas, ensuring they remain organized, clean, accessible, and properly managed. - Prepare and manage Opkoper (reseller) boxes and coordinate their collection. You will also act as a point of contact for sample-related questions and help ensure that colleagues understand and follow the correct sample and storage processes. Logistics & Storage – approx. 6 hours per week Alongside sample management, you will support the logistics and storage activities required to keep products and samples moving efficiently. - Monitor shipments and follow up with carriers, including FedEx tracking and checking the shipment tracker for shipments requiring follow-up with TNT. - Coordinate stock and sample shipments, including sending stock to Active Ants when required and arranging shipments with our logistics partners. - Monitor shipping costs and account usage, ensuring suppliers do not use our TNT account for shipments that should be at their own expense and following up when needed. - Support shipping administration, including checking and approving monthly shipping invoices received from Finance. - Manage external storage, including keeping storage areas organized, maintaining an overview of samples and stock, and coordinating the collection or disposal of old samples and stock.