Sample Coordinator

Job Title:
Sample Coordinator

Job Location:

San Francisco, CA
Job Duration: 7 Months

Job Description:

Summary:
Responsible for handling editorial sample requests, inventory management, administrative support, and photo requests while ensuring timely communication, organization, and execution of sample-related processes.

Roles and Responsibilities:

Editorial Requests Short Lead:
" Complete all incoming, timely sample requests through
**** warehouse order process.
" Follow the process from receiving the request to securing samples from the warehouse and keeping the requester updated with tracking information and availability.
" Align with manager to determine priority when there are multiple incoming sample requests.
" Facilitate store pulls if necessary to meet urgent deadlines.
" Work cross-functionally for sample borrowing when required.

Editorial Requests Long Lead:
" Order all necessary long lead / seeding samples through
**** internal product sample system according to deadlines on the sample calendar.
" Send regular email updates on the status of all pending sample orders.
" Assist with planning and execution of packaging.
" Execute send-out process including pulling product, packaging, sending out, and list management.
" Ensure all products are checked in and organized in the closet.
" Manage communication and troubleshooting with vendors regarding long lead samples.

Inventory Management:
" Ensure all inventory grids are updated for all seeding.
" Maintain organization of closet and ensure product accountability daily, including outgoing samples and incoming returns.

Administrative Support:
" Maintain timely and professional communication with internal and external contacts (including editors).
" Assist in creating seeding lists including VIPs, influencers, and media.
" Facilitate communication with mailroom to troubleshoot shipping issues.
" Facilitate all messenger activity with the
**** messenger service.

Photo Requests:
" Complete all incoming photo requests promptly using
**** s internal photo sharing platform.

Meeting Requirements:
" Attend team meetings, seeding meetings, and seasonal product kick-offs.