Sample Room Coordinator

Position Summary

The Sample Room Coordinator will play a key role in tracking projects and managing samples and packaging components for a fast‐paced cosmetics company in West Nyack, NY. This role requires strong organizational skills, a keen eye for quality, and the ability to communicate effectively with cross-functional internal teams.

Essential Functions

• Oversee the organization, management, and distribution of Sample Room products to support internal teams and client projects.
• Fulfill sample requests accurately and efficiently, ensuring timely responses and on-time delivery.
• Receive, inspect, and organize incoming cosmetic samples and packaging components while maintaining and updating master product and packaging inventory spreadsheets on a weekly basis.
• Label and prepare market allocations for newly launching U.S. collections, ensuring accurate organization and distribution.
• Coordinate sample production for internal collections in collaboration with the Senior Manager, beginning with component orders and inventory tracking. Maintain detailed spreadsheets documenting supplier information, item reference codes, quantities received, and other essential product details. Ensure the component inventory room remains organized, proactively monitor email communications to verify incoming orders, and distribute components to the appropriate internal teams as needed.
• Prepare and manage daily domestic and international shipments, ensuring the accuracy of shipping and receiving documentation. Communicate shipment contents and tracking information to recipients, proactively research delivery statuses, and provide timely updates.
• Maintain an organized, efficient, and functional Sample Room environment by reorganizing and archiving older collections, unpacking incoming samples from Italy and Asia, and updating master product inventory records accordingly.
• Provide clear, concise, and timely written updates on sample availability and status to internal teams.
• Apply strong attention to detail and quality assurance when evaluating samples for aesthetic appeal, color consistency, packaging integrity, and overall presentation.

Job Qualifications

• Bachelor’s degree in Marketing preferred.
• Familiarity with the cosmetics industry is a plus.
• Excellent written communication skills and professional email etiquette.
• Proficiency in Microsoft Outlook and Excel.
• Previous experience in a related field preferred.
• Exceptional organizational and time-management skills, with a strong attention to detail.
• Sound judgment, effective decision-making abilities, and a proactive, solution-oriented mindset.
• Ability to multitask, prioritize competing deadlines, and manage multiple projects simultaneously in a fast-paced environment.

EEO

We are committed to creating a diverse and inclusive workplace where everyone is valued and respected. We believe that a wide range of perspectives and experiences enhances our innovation and success. We are an Equal Opportunity Employer and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other legally protected status.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to any of these characteristics. We are dedicated to providing a work environment that is free from discrimination and harassment and promotes equal opportunity for all.