Key Responsibilities and Required Skills for a Sample Coordinator

🎯 Role Definition

Are you a master of organization and a logistical wizard with a keen eye for detail? As our Sample Coordinator, you will be the central nervous system of our product lifecycle, managing the seamless flow of product samples that are vital to our Sales, Marketing, PR, and Product Development teams. This is a dynamic, hands-on role where you will take ownership of our entire sample inventory, from receipt and tracking to shipment and return. You'll be a critical hub of communication, ensuring everyone has the products they need, when they need them, to drive our brand forward. If you thrive in a fast-paced environment and find satisfaction in a perfectly organized system, we want to hear from you.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Retail Stock Coordinator
Warehouse Associate
Fashion or Merchandising Intern

Advancement To:

Senior Sample Coordinator
Showroom Manager
Product Development Coordinator
Logistics Manager or Specialist

Lateral Moves:

Production Assistant
Merchandising Assistant
Marketing Coordinator

Core Responsibilities

Primary Functions

Oversee the end-to-end lifecycle of all product samples, from initial check-in and data entry to final distribution, return, and archival.
Manage and process a high volume of daily sample requests from internal departments, including Sales, Marketing, PR, and Design, ensuring accuracy and timeliness.
Prepare, pack, and coordinate domestic and international shipments, generating all necessary documentation such as shipping labels, packing lists, and commercial invoices.
Maintain a meticulously organized physical sample library and digital inventory database (e.g., PLM, Excel, or proprietary software), ensuring 100% data accuracy.
Conduct regular physical inventory audits and cycle counts to reconcile stock levels and identify discrepancies, reporting findings to management.
Act as the primary point of contact for all sample-related inquiries, providing clear communication on availability, status, and estimated arrival times.
Collaborate closely with the Product Development team to track incoming development, pre-production (PP), and top-of-production (TOP) samples from vendors.
Support the E-commerce and Marketing teams by prioritizing and preparing samples for photoshoots, ensuring products are available ahead of key marketing deadlines.
Receive, unpack, and inspect all incoming sample shipments for quality, quantity, and accuracy, flagging any issues or damages to the appropriate teams.
Manage the logistics for trade shows and market weeks, including preparing sample collections, coordinating large-scale shipments, and assisting with on-site setup.
Develop and maintain strong relationships with shipping carriers (FedEx, UPS, DHL) and proactively troubleshoot any delivery or customs clearance issues.
Assemble and distribute curated sample kits for key account meetings, press events, and influencer mailings, ensuring brand presentation standards are met.
Tag, label, and photograph new samples for internal catalogs and digital asset management systems to maintain visual records.
Manage the process for sample returns, diligently tracking outstanding items and proactively following up with team members to ensure their timely return to inventory.
Implement and enforce sample management policies and procedures to streamline workflow and improve efficiency across the organization.
Monitor and track shipping expenditures against a budget, working to optimize costs while meeting critical delivery timelines.
Maintain the organization, cleanliness, and visual presentation of the sample closet and/or showroom, ensuring it is a functional and professional space at all times.

Secondary Functions

Generate and distribute regular reports on sample inventory levels, movement trends, and departmental usage to inform business decisions.
Contribute to the continuous improvement of the sample management process by identifying bottlenecks and proposing innovative solutions or new technologies.
Assist in training new hires, interns, and cross-functional partners on the established sample request and handling procedures.
Support ad-hoc projects from various departments that require sample coordination, such as visual merchandising setups or special client presentations.
Manage the end-of-season sample lifecycle, including organizing sample sales, coordinating charitable donations, and archiving key historical pieces.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in Microsoft Office Suite, with advanced skills in Excel (VLOOKUP, pivot tables, formulas) for tracking and reporting.
Experience with inventory management or Product Lifecycle Management (PLM) software (e.g., Centric, FlexPLM, BlueCherry).
Deep familiarity with domestic and international shipping software and platforms (e.g., FedEx Ship Manager, UPS WorldShip).
Strong knowledge of international shipping regulations, customs documentation requirements, and commercial invoices.
Fast and accurate data entry skills with a commitment to maintaining pristine data integrity.
Hands-on experience working within a logistics, inventory control, warehouse, or stockroom environment.

Soft Skills

Exceptional organizational skills and an immaculate, unwavering attention to detail.
Excellent written and verbal communication skills for coordinating effectively with diverse internal and external stakeholders.
Superior time management and prioritization skills, with the proven ability to manage multiple competing tasks and deadlines in a fast-paced environment.
A proactive problem-solving mindset, capable of independently troubleshooting shipping, inventory, and logistical challenges.
A strong sense of urgency and the ability to work effectively and calmly under pressure.
A collaborative, team-player mentality with a positive, service-oriented attitude and a willingness to help.
Adaptability and flexibility to accommodate shifting priorities and last-minute requests.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Fashion Merchandising
Business Administration
Supply Chain Management
Logistics

Experience Requirements

Typical Experience Range:

1-3 years of experience in a sample coordination, inventory management, logistics, or related administrative role.

Preferred:

Prior experience within the fashion, apparel, footwear, beauty, or consumer goods industry is highly desirable.