Sample Coordinator

Sample Coordinator

Editorial Requests - Short Lead:

• Complete all incoming, timely sample requests through Client's 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 what was available.
• Align with manager to figure out priority when there are multiple incoming sample requests.
• Facilitate store pulls if necessary to deliver products with more urgent deadlines.
• Work cross-functionally for sample borrowing when necessary.

Long Lead:

• Order all necessary long lead / seeding samples through Client's internal product sample system according to the deadlines on the Client's sample calendar.
• Send regular email updates on the status of all pending sample orders.
• Assist with the planning and execution of packaging.
• Executing the send-out process from pulling product, packaging, sending out and list management.
• Ensure all products are checked in and organized in the closet.
• Manage any communication and troubleshooting with vendors regarding long lead samples.

Inventory Management:

• Ensure all inventory grids are updated for all seeding.
• Ensure closet is kept organized and product is accounted for daily, including outgoing samples and incoming returns.

Administrative Support:

• Responsible for timely and professional communication with internal and external contacts (including editors).
• Assist in creating seeding lists including VIPs, influencers, media, etc. for seeding opportunities.
• Facilitate any communication with the mailroom to troubleshoot shipping issues.
• Facilitate all messenger activity with the Client's messenger service.

Photo Requests:

• Complete all incoming photo requests promptly using Client's internal photo sharing platform.

Meeting Requirements:

• Attend team meetings, seeding meetings and seasonal product kick-offs.