Sample Coordinator

Sample Coordinator

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

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.