Office and Sample Coordinator

Office and Sample Coordinator

Reports to: Sourcing Lead & Social Compliance / Sample Manager

Job Type: Full-time

Location: Encino, CA

NSI is a leading player in the natural private label food industry, dedicated to providing high-quality, organic, and sustainably sourced food products to consumers. We believe in promoting healthy and conscious eating choices, and our range of products reflects our commitment to quality and sustainability.

Position Summary

The Office and Sample Coordinator plays a critical dual role in supporting NSI's daily office operations and managing the coordination of our product samples. This position ensures that samples are received, prepared, tracked, and delivered accurately and on time. Because product samples directly represent NSI's quality standards, this role has a measurable impact on customer satisfaction and business development outcomes. In addition to sample management, this role supports general office administration, maintains organized inventory and sample storage systems, and helps ensure a safe, efficient, and well-functioning workplace environment. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced setting with tight deadlines.

Essential Functions

Office management:

• Oversee day-to-day office operations and administrative functions
• Manage/purchase office supplies, equipment, and inventory
• Coordinate maintenance, repairs, and facility needs
• Ensure compliance with workplace safety standards
• Assist with onboarding logistics (workspace setup, equipment, supplies)
• Support internal events, team or sales meetings, and company initiatives

Sample management:

• Receiving, preparing and shipping samples and storing raw materials
• Managing inventory of raw materials and finished products
• Tracking and monitoring samples using Excel as a tool
• Maintenance and organization of the sample room
• Responding to phone and email inquiries in a timely and professional manner
• Building good relationships with vendors and forwarders (DHL, FEDEX, UPS, USPS)
• Performing sensory evaluations (taste, smell, visual) of our commodities
• Effective communication and collaboration interdepartmentally and with external customers
• Management of tastings. Preparation of ingredient/product and analysis.
• Collect, prepare, and ship samples/equipment for NSI trade shows
• Travel to grocery stores and collect pricing data and product images as needed

Core Competencies

• 1-2+ years of experience in office management or administration
• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Proficiency in Google Suite applications, Macbook experience is a plus
• Ability to work independently and handle confidential information
• Driver's license and a car required for frequent use
• Strong attention to detail and organizational skills
• Excellent written and verbal communication abilities

Required Education and Experience:

• Bachelor's degree in Food Science, Nutrition, Dietetics or related field.

Work environment:

• Hybrid work schedule with a minimum of three (3) days per week in-office. Preferred in-office days are Monday, Wednesday, and Thursday to support package receipt and shipment coordination. Additional in-office presence may be required on other days based on business needs, including time-sensitive or same-day sample requests.

NSI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all.