Sample & Materials Coordinator

Job Description

Job Description

Reports to: Director of Production

Location: Los Angeles, CA (on-site)

*Please note, we prefer that the candidate be available Monday through Friday from 10AM - 2PM (PST).

Employment Type: Part-Time, Hourly, Non-Exempt

About Wantable

At Wantable, we’re redefining retail through personalization. Our membership-based model and proprietary technology empower us to curate products that help customers discover confidence and joy through style.

As a data-driven fashion company, we combine human intuition with algorithmic intelligence to deliver personalized assortments – balancing creativity, analytics, and operational precision.

We're seeking a Sample & Materials Coordinator to own the physical flow, organization, and availability of all product samples and material assets within the Los Angeles office.

About The Role

As the Sample & Materials Coordinator, you will be responsible for receiving, tracking, organizing, maintaining, and distributing samples and materials throughout the product lifecycle—from prototype through production and marketing—ensuring they remain traceable, accessible, and available when needed.

Success in this role requires exceptional organizational discipline, proactive communication, systems thinking, and the ability to leverage technology and AI-assisted tools to improve operational efficiency while maintaining exceptional accuracy across physical and digital sample management.

This is a high-ownership role in a lean environment where attention to detail, process consistency, and a passion for apparel craftsmanship directly support successful product development and cross-functional collaboration.

What You'll Do

Sample & Materials Ownership

• Own intake, logging, tracking, and organization of all vendor shipments and samples across development and production stages.
• Manage samples across all development milestones (Proto, Fit, PP, TOP, Photoshoot).
• Maintain accurate digital records of sample receipt, movement history, location, and status.
• Standardize sample labeling and maintain organized, traceable sample storage.
• Coordinate incoming and outgoing shipments with vendors, contractors, fulfillment partners, and internal teams.
• Manage sample checkout processes and ensure timely return of borrowed samples.
• Coordinate sample requests for marketing photoshoots and maintain visibility into sample readiness and deadlines.
• Escalate missing samples, delayed deliveries, or tracking discrepancies promptly.

Materials Library Management

• Maintain organized trim books, fabric libraries, color standards, swatch books, and other physical reference materials.
• Ensure consistent documentation, filing, and labeling standards across all sample and material libraries.
• Support cross-functional teams by locating and distributing requested materials.
• Maintain audit-ready storage areas that promote efficient product development.

AI & Data Systems

• Utilize AI-assisted tools to improve routine communication, documentation, and sample tracking.
• Maintain structured digital sample libraries using standardized naming conventions.
• Apply lightweight automation and reporting tools to improve workflow efficiency, visibility, and accuracy.
• Identify opportunities for continuous process improvement through automation and standardized procedures.

Cross-Functional Collaboration

• Serve as the primary point of contact for sample coordination across Product Development, Production, Tech Design, Merchandising, Marketing, and external partners.
• Provide timely sample status updates and communicate shipment information with internal teams and overseas vendors.
• Build strong working relationships while ensuring documentation standards and sample movement processes are consistently followed.

Additional Functions

• Other duties as assigned. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements

What We're Looking For

• High school diploma or equivalent required; coursework or an Associate's degree in Fashion Merchandising, Apparel Production, Operations, or a related field is a plus.
• 1–3 years of experience in apparel, product development, production, inventory coordination, operations, sample management, or a related role preferred.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities while maintaining structured processes and meeting deadlines.
• Strong written and verbal communication skills with the ability to collaborate across teams and with external partners.
• Proficiency with Google Workspace or Microsoft Office, particularly spreadsheets, and comfort learning new systems and AI-assisted tools.
• Demonstrates ownership, accountability, sound judgment, and a continuous improvement mindset.

Nice To Have

• Experience working in the fashion, apparel, footwear, or consumer products industry.
• Familiarity with PLM systems or inventory management software.
• Experience supporting Product Development, Production, Merchandising, or Sourcing teams.
• Working knowledge of Apple technology.
• Familiarity with Google Workspace (Drive, Gmail, Docs, and Sheets).

Physical & Work Requirements

• This position is fully onsite in our Los Angeles office.
• Ability to frequently lift, carry, and move boxes, garment racks, and product samples weighing up to 25 pounds .
• Regular movement throughout the office to organize, transport, and distribute apparel samples and materials.
• Ability to stand, bend, reach, and move between workspaces throughout the day.
• Availability to work Monday through Friday , with a preferred schedule of 10:00 AM–2:00 PM .

You'll Thrive Here If You

• Enjoy creating order from complexity and take pride in keeping systems organized.
• Love working with physical products and appreciate quality craftsmanship.
• Naturally notice small details that others may overlook.
• Are energized by supporting multiple teams and balancing competing priorities.
• Embrace technology and automation to improve accuracy and efficiency.
• Take ownership, solve problems proactively, and consistently follow through.

How We Work At Wantable

• High ownership. You move work forward, solve problems independently, and deliver measurable results.
• Independent decision making. You use data and judgment to make daily decisions within defined parameters.
• Little bureaucracy. We value lean processes, clear communication, and quick iteration.
• Hard work with purpose. You are comfortable doing detailed, focused work that directly impacts the customer.
• Data-driven mindset. You rely on metrics and structured systems to identify risk and improve performance.
• Love for fashion and apparel. You take pride in product quality, fit, and craftsmanship.

Benefits

Why Wantable?

• Be part of a dynamic, fast-growing company that has innovation and creativity embedded in its DNA.
• A chance to shape our customers’ journey and leave a lasting impact on their self-confidence, one order at a time.
• Join a collaborative environment where your ideas matter, your efforts are rewarded and you can see results in real time.

We have a laid-back, casual environment in a state-of-the-art HQ in Walkers Point.

We offer flexible schedules, paid parental leave (mothers AND fathers), and a private room for nursing mothers.

Even more exciting: paid vacation and seven paid holidays per year, plus a 50% discount on all merchandise and a generous 50% discount on 41Fork Exchange located in the Wantable Cafe at our Corporate HQ in Walker's Point. You’ll be eligible for the discount on your first day!

Important, but maybe less thrilling: we have ample parking, we offer medical (traditional and high deductible), dental, and vision insurance, as well as a 401K (both pre-tax and Roth options).