Sampling Coordinator (Mudalipalayam ,Tekic Tirupur)

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Job Description: Sampling Coordinator

Deva Trades & Estates Pvt. Ltd., Tirupur | Reports to: Merchandising Head / MD | Dept: Merchandising & Product Development

Purpose

Manage the sample cycle for export buyers, from request to dispatch, so every sample is accurate, on budget and on time. The sample is often the buyer's first impression of Deva Trades and directly influences order conversion.

Key Responsibilities

• Request coordination: Log all sample requests (proto, fit, size set, PP, TOP) in one tracker; check tech packs, specs and artwork for completeness; confirm type, quantity, sizes, colours, deadline and courier with the buyer in writing; give regular status updates.
• Indents and materials: Raise indents for fabric, trims, yarn, labels and embellishments per the approved BOM; coordinate with fabric, dyeing and sample units; confirm GOTS-certified inputs where certified claims apply.
• Cost control: Prepare a sample cost sheet and track actual against estimate; get management approval for over-budget or extra samples; identify chargeable samples and invoice promptly; limit wastage and duplicates.
• Quality: Check each sample for measurements, construction, shade, print, wash and labelling before dispatch; confirm earlier buyer comments are actioned; verify Scandinavian/EU compliance (restricted substances, kidswear safety such as drawcords, small parts and snaps, care labels).
• Timelines and dispatch: Run a time-and-action calendar with daily follow-up; escalate delays early with a recovery plan; book courier, share AWB and tracking the same day; maintain a sample register with status and approvals.

Concerns to Flag at the Point of Request

• Incomplete or changing tech packs: insist on a final spec and log every revision.
• Unrealistic lead times: state realistic timelines upfront, allowing for fabric development, dyeing, print and embroidery.
• Repeated sampling without order commitment: cap free rounds and charge for extras.
• Unavailable or buyer-nominated fabric/trims: confirm availability, minimums and lead time first.
• Costly special requests: custom prints, embroidery, washes or certified materials; quote before proceeding.
• Compliance gaps in kidswear: escalate unclear or conflicting safety and chemical requirements at once.
• Verbal changes or vague approvals: confirm everything by email and obtain explicit sign-off at each stage.
• Courier and customs risk: declare values accurately and use reliable couriers.
• Mismatch with factory capability: check feasibility with production before accepting.

Qualifications and Skills

• Degree and / or 2-4 years experience in garment export sampling or merchandising.
• Knowledge of knitwear, tech packs and measurement specs; good Excel and written English; organised, detail-oriented and deadline-driven.

Key Performance Indicators

• On-time dispatch % | First-time approval rate | Sample cost vs budget | Turnaround time per sample type | Sample-to-order conversion

Pay: ₹20,000.00 - ₹30,000.00 per month

Benefits:

• Leave encashment

Work Location: In person