Sample Coordinator Job Dallas area,Texas USA,Supply Chain/Logistics

Own daily vendor communication and end-to-end tracking of all ATS (available-to-ship) and Avara Exclusive (AE) samples.
Maintain accurate, real-time logs of sample status, location, usage, and deadlines.
Ensure all incoming samples are properly labeled, tagged, and documented in product lifecycle management system, WFX,upon arrival.
Proactively identify missing, delayed, or incorrect samples andtake actionto resolved issues quickly.
Prepare samples for fittings, photo shoots, line reviews, and assortmentshowbacks.

Ecommerce Product Content

Review and update product content each Monday ahead of Tuesday launches, including proofreading and editing care instructions for launching styles and entering size-scale information on PDPs using TOP fitting notes to ensure accurate sizing details.
Enforce Avara's sample protocol with all vendors, including:
- oRequired labeling and style identification
- oDocument vendor compliance, send follow-ups, and ensure corrective action is taken when protocol is not met.
- oOversee all return shipping of samples, ensure items are packaged, documentedwhen needed, and delivered back to vendors in a timely and organized manner.

Photo Shoot & Creative Coordination

Pull, organize, and track all samples used for studio and on-location shoots.
After the photoshoot, gatheranysamples that must be returned and coordinate prompt shipment back to the vendor.

Communication & Reporting

Provide sample status updates to Buying, Creative, Production, and Leadership.
Communicate delays, quality issues, or vendor protocol violations promptly.
Serve as the go-to resource for sample location, readiness, and timing.
Proactively flag potential timing or sample availability issues and recommend solutions to keep cross-functional teams on track.

Process Management

Maintain a scalable check-in/check-out tracking process for all samples.
Identify operational gaps and propose improvements to support the group's growing volume.
Support AE development cycles by tracking fit samples, pre-production samples, and finalized AE styles

Skills & Qualifications

1-3 years of experience in operations, coordination, production, showroom support, visual merchandising, or related fields.
A proactive problem solver who anticipates needs and prevents issues before they arise.
A self-starter with exceptional organization and follow-through.
Highly detail-oriented, with the ability to oversee a substantial and ever-changing weekly assortment of samples.
Strong communication skills, particularly when enforcing vendor standards.
Proficiency in Google Sheets or Excel and Outlook (or similar email application).
Ability to lift and move sample bins, garment bags, and boxes (up to ~25lbs).
Comfortable working in a fast-paced environment with frequent new product launches.
Ability to manage multiple priorities and deadlines while maintaining a high level of accuracy and organization.
Strong sense of ownership and urgency, with the ability to work independently and follow through on open issues.