You enjoy bringing order to busy workflows and feel satisfaction when systems run smoothly because of your input.

If this sounds like you, we would love to hear from you.

Key Responsibilities

• Maintain accurate, up-to-date approval documentation and tracking systems
• Manage incoming and outgoing product samples, including logging, photographing, shipping and storing
• Monitor approvals inboxes and support workflow coordination
• Liaise with internal teams to gather required information for logging
• Support Approval Coordinators during busy periods or absence
• Proactively search through current SKUs and source outstanding data from relevant teams to aid sample rotation
• Organise and maintain organised structure of sample storage
• Maintain a tidy and professional office environment
• Identify process gaps or inefficiencies and proactively suggest improvements

Skills & Experience

Essential

• Exceptional attention to detail and commitment to accuracy
• Strong written and verbal communication skills
• Prioritise your time management and ability to keep yourself on task
• Ability to manage multiple tasks and high email volumes
• Comfortable working independently and using own initiative
• Confident communicator within a small team
• Good working knowledge of Google Sheets and Outlook
• Able to maintain a tidy and organised workspace
• Capability to handle and photograph product samples to a professional standard

Desirable

• Previous experience in office administration or support roles
• Experience and interest in textile, product development or licensing environments
• Interest in or curiosity about the licensing industry

What Success Looks Like

• Approval records are consistently accurate and complete
• Samples are organised, tracked and dispatched without error
• Deadlines are supported and maintained
• Issues are escalated early with solutions in mind
• The Approvals team feels genuinely supported and able to move efficiently

Job Description

Approvals Process Support

• Log and document incoming submissions accurately on our internal tracking system to create SKUs, ensuring all submissions are complete and compliant and to track down missing information.
• Provide sales agents with log sheets corresponding to concepts received, specifying sample requirements.
• Use our tracker to analyse and follow up with sales agents on SKUs that have not yet received further sampling; to ensure orders are going ahead.

Sample Management

• Receive, organise, photograph and catalogue incoming product samples on our internal tracker.
• Communicate receipt of samples to relevant email chains and internal goods in spreadsheets.
• Be the first line of approval for incoming samples, visually oversee that all samples meet current licensor standards and include all required legal lines and branding material. Raise any concerns with Approvals Coordinators.
• Update internal trackers with the status of each SKU.
• Routinely organise approved sample rails - Using our internal system to chase up with sales agents on stagnant orders and working with the Approvals team to decide what could be moved to the showroom/donated/stored.
• Schedule and document shipment of samples to licensors and keep record of tracking information.

Workflow & Organisation

• Maintain a well‑structured digital workspace which is not limited to our internal tracking system, spreadsheets for goods in / out.
• Prioritise tasks effectively to meet deadlines and aid the Approvals Coordinators.
• Manage a high email volume and ensure no important updates or requests are missed.

Office Assistant duties

• Keeping work surfaces clear, running the dishwasher and emptying waste/recycling bins.
• Hoovering office weekly.
• Checking office inventory.

If providing holiday/sickness cover to the Approval team your role would be inclusive but not be limited to the following duties:

• Track and chase the status of concepts and provide timely updates to internal teams and licensors when asked.
• Request clarification from licensors or internal teams when needed to avoid delays, errors, or incomplete submissions.
• Provide clear and professional written responses to information requests.
• Manage the approval process of our own licensed brand.