Job Description

About Oh Polly

Founded in 2015, Oh Polly is a fast-growing, social first fashion brand that creates trend driven, high quality premium products. With a focus on innovation, global responsibility, and ethics. We’ve built a combined social following of over 10 million across our brands, including Bo+Tee; our activewear line. Operating across multiple global offices, we are a dynamic team offering ambitious individuals the chance to thrive, grow, and take their careers to the next level.

The Role

We are seeking a proactive and organized PD admin assistant the Product Development team within a fast paced garment manufacturing environment.

Supporting daily with operational coordination, status tracking, cross-functional communication, fitting administration and sample management. The role requires strong organisational skills, attention to detail, and the ability to manage multiple priorities across global teams.

Key Responsibilities

Status Reporting & Meeting Coordination

• Send daily sample status updates via internal communication channels.

• Prepare weekly collection meeting recaps ahead of meetings, consolidating feedback from relevant stakeholders.

• Coordinate and assist with collection meetings/risk assements alongside Product Development and Technical teams.

• Distribute meeting recaps and action points to UK teams following meetings.

• Provide regular updates on concepts, styles, timelines, and submissions.

Product Development Support

• Review Technical Packs (TPs), cross-checking for discrepancies and flagging concerns to relevant teams.

• Participate in new collection/style handover meetings.

• Track and monitor lab dips and approvals.
  
  Maintain and monitor internal systems including AT, Trello daily ensuring :
  - ETA are correct
  - Tracking uploads are completed
  - Styles are moved into correct workflow columns
  - Each fit images are accuretly recorded
  - Ensure clear paper trails and communication updates are maintained within Trello
  - Cost is uploaded and updated
  - Support upkeep and accuracy of Airtable systems, ensuring required fields are completed and updated correctly by PD.
  - Track material handovers and follow up with fabric and trim development teams to ensure timely progress.

Administrative & Communication Support

• Support communication between local and UK teams.

• Assist in resolving urgent development and technical queries

• Confirm pantone short colour names

• Confirm and update hardware selection

• Ensure communication records are maintained within Trello where required.

• Manage aesthetics uploads to UK teams in line with current processes, including first sample pricing documentation.

• Coordinate internal reviews prior to submissions being shared externally.

• Follow up on UK held samples and provide status updates to internal teams.

• Request CAD updates where significant design changes occur.

Support creation of internal team documentation including:

• Process guidelines

• Training materials

• Team structure documentation

Shoot Sample Coordination:

• Liaise with global teams to coordinate and summarise shoot sample recaps.

• Cross check sizing, packing lists, and shipment tracking information for accuracy.

• Send weekly updates outlining predicted shoot sample ETAs for China.

• Monitor timelines against critical shoot deadlines.

• Coordinate communication with UK shoot teams regarding shoot schedules.

• Maintain and update collection statuses within Airtable throughout shoot stages.

Fittings & Technical Coordination

• Track and monitor sample progress between Product Development teams and sample rooms.

• Assist with daily fit schedules and status reporting.

• Attend fittings and support priority scheduling where sample volumes are high.

• Coordinate VC fitting schedules with UK teams and prepare style lists for fittings.

• Support clear fit photo submissions where required.

• Monitor fit photo quality and ensure processes and standards are consistently followed.

• Share weekly model measurements with relevant teams.

Skills & Requirements:

• Strong organisational and administrative skills

• Excellent attention to detail

• Ability to manage multiple workstreams simultaneously

• Strong communication skills across global teams

• Experience using Photoshop,Excel, Illustrator desirable but not essential

• Ability to work in a fast paced product development environment

• A university degree in Fashion,Textiles,Buying is desirable but not essential

• Understanding of garment development and fitting processes preferred

This Company is an equal opportunities employer

Oh Polly job positions are open to all suitably qualified candidates, regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.