Administrative Coordinator

Job Description

Job Description

We are looking for an Administrative Coordinator to support sample operations for a retail team in Manhattan Beach, California. This is a Contract position focused on keeping product samples organized, accessible, and ready for meetings, photography, and business events. The person in this role will coordinate shipments, maintain showroom accuracy, and work closely with cross-functional partners to keep timelines on track. Success in this position requires strong organization, clear communication, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:
• Maintain assigned showrooms throughout the day by arranging displays, updating sample placement, removing discontinued items, and preparing spaces for leadership and customer meetings.
• Oversee the movement of footwear samples between onsite teams and the offsite sample library, ensuring all transfers are recorded accurately and requests are fulfilled promptly.
• Coordinate domestic and international sample shipments for conferences, trade events, meetings, and photo shoots while monitoring delivery schedules and resolving timing issues.
• Receive incoming sample deliveries, sort items by category and recipient, and distribute materials to product, sales, and related teams in a timely manner.
• Partner with sales representatives and product teams to schedule and manage the use of limited-availability and retained samples for in-person and virtual presentations.
• Work with digital imaging partners to prepare samples for photography, create shipment documentation, and confirm products are captured and displayed correctly online.
• Track sample requests, shipment details, and divisional inventory records to support accurate reporting and reliable sample availability.
• Review product line sheets and related materials for image and information accuracy, and prepare sample layouts for product review sessions.
• Support recurring operational tasks such as processing outgoing sample shipments, distributing internal mail, and managing designated sample recycling areas.• At least 1 year of experience in administrative coordination, sample management, showroom support, or a related operational role.
• Strong organizational skills with the ability to manage multiple requests, timelines, and moving inventory with close attention to detail.
• Experience coordinating shipments, tracking packages, and maintaining clear documentation for incoming and outgoing materials.
• Ability to communicate effectively with cross-functional teams, including product, sales, merchandising, and imaging partners.
• Comfortable working in a fast-paced retail or consumer products environment with shifting priorities and tight deadlines.
• Proficiency with administrative support tasks such as scheduling, calendar coordination, and responding to inbound requests.
• Capable of handling physical sample organization and frequent movement between showrooms, shipping areas, and storage locations.