Showroom Samples Coordinator

Showroom Samples Coordinator

We are looking for a Showroom Samples Coordinator who will be managing our newly renovated LA showroom. This person will be responsible for managing a single floor including our Ray-Ban, Oakley, Arnette, and Vogue brands. This person will support LA showroom needs as well as maintain and prepare samples for customer sales meetings.

Major Duties and Responsibilities:

• Showroom management and schedule coordinator
• Oversee and maintain the organization, labeling, tracking and inventory of all received samples
• Planning customer travel to LA showroom events
• Samples support for customer meetings, brand training, and PR events
• Maintain local samples calendar for coordinating sample shipments to/from meetings, tradeshows, trunk shows, and buying days

Knowledge and Skills:

• Strong computer skills (including advanced Excel- pivot tables and vlookups)
• Previous experience working in luxury fashion/retail environment (working with samples and samples management preferred)
• Inventory tracking/management
• Client facing customer service experience
• Excellent time management, organizational skills, ability to multi-task and adapt to change, problem solving skills

Education:

Associates Degree minimum

General Function:

The Samples Coordinator oversees sample management and organization primarily in the LA showroom. This includes maintenance and tracking of all samples shipped to/from the NY showroom, as well as participation in supporting corporate meetings where samples are presented to wholesale Buyers. Preparation of frame shipments to customer studios for catalog photography, assists in operational aspects of samples management, in addition to troubleshooting within samples processes and general samples warehouse and showroom maintenance.

Major Duties and Responsibilities:

• Maintains the organization, labeling, tracking, and inventory of all received samples
• Coordinates showroom appointments in Outlook calendar. Forwards confirmation of meeting space to requesting party and facilities team.
• Prepare samples for off-site usage including, customer meetings, tradeshows, trunk shows, brand immersions, catalog photography, ISS selling events, as well as maintains shipping database of usage.
• Reviews new collection presentations with brand team to support showroom storytelling.
• Cleans and restores showroom samples to customer ready condition, both traveling and in house sample sets.
• Completes quarterly samples recalls/ inventory updates and updates showroom brand map accordingly.
• Communicates to Showroom Operations Manager samples arrival from Italy to facilitate market week calendar adjustments.
• Supports planning of buying days (market weeks) in local showroom in coordination with Sr. Manager Showroom Operations, including organizing customer travel itineraries (flights/ hotels/ car services, etc.) and meeting scheduling, following up on catering, floral arrangements, and general showroom maintenance.
• Assist Account Managers, Product Team and Brand Managers with sales and marketing support projects.
• Troubleshoots for local showroom events in the capacity of visual updates, IT support, Digital tools support, fixtures, lights, etc.
• Travels to support Sales and Events team's to other showrooms or off-site locations as needed.
• Provides "Key Holder" support – responsible for opening/closing office, as well as security in satellite showrooms.
• Work with Sales Operations team to insert market week samples orders in SAP and follows up on errors, as well as missing skus
• Review tracking visibility including follow-up with Italy on any delays
• Extract "Discontinuation" lists and Consignment Inventory Reports" from SAP
• Creates "Return Authorization" from SAP and executes recalled samples to ATL distribution center
• Works with Customs Compliance / Import-Export team to execute shipments to/from Canada

Preferred Qualifications:

• Strong PC skills, PowerPoint & Excel (advanced -intermediate)
• Experience working in luxury showroom and retail inventory coordination
• Work independently & prioritize assignments to meet deadlines
• Organized, analytical, and focused
• Ability to multitask in a fast-paced environment
• Communicate effectively