Administrative Support II

Aston Carter•Santa Monica, CA

12d•$20 - $21•Onsite

About The Position

This Administrative Support II – Sample Coordinator role focuses on organizing and optimizing physical design asset management across multiple product teams in a dynamic fashion and apparel environment. You will manage the full lifecycle of design samples, develop and document sample management SOPs, and ensure accurate tracking of sample inflow and outflow. Working closely with art, apparel design, non-apparel design, technical design, and raw materials teams, you will drive organizational efficiency, uphold high standards, and support a fast-paced product organization.

Requirements

Bachelor’s degree in Fashion, Design, CAD, Product Management, or a related field.
At least 5 years of experience in the fashion or apparel industry, with a strong understanding of the product lifecycle.
At least 3 years of experience in an administrative role, supporting teams or operations in a structured environment.
Proficiency in Centric PLM or similar product lifecycle management systems, including data entry and maintenance of product and sample records.
Proficiency with Microsoft Office tools for documentation, tracking, and reporting.
Demonstrated experience in sample management and process improvement within a fashion or apparel context.
Strong organizational skills with the ability to maintain order across large volumes of physical samples and documentation.
Proven ability to collaborate effectively with cross-functional teams, including design, technical, and materials teams.
Ability to prioritize projects and manage multiple high-priority tasks in a fast-paced environment.
Strong analytical and problem-solving skills applied to operational and process challenges.
Ability to lift and handle up to 50 lbs as part of daily sample management activities.
Commitment to maintaining high standards and a strong sense of ownership over responsibilities.

Nice To Haves

Experience with product lifecycle processes in the fashion or apparel industry.
Knowledge of fabric types and graphic/print processes.
In-depth understanding of apparel production processes and industry terminology.
Exceptional documentation skills for creating clear, detailed SOPs and process guides.
Experience with data migration and system integration related to PLM or similar systems.
Ability to manage multiple high-priority projects simultaneously while maintaining accuracy and attention to detail.
Interest in innovative products and a passion for learning about fashion design and product development.
Demonstrated alignment with values such as maintaining the highest standards and taking ownership of work outcomes.

Responsibilities

Oversee end-to-end design sample management, including retail samples, pre-production (PP) samples, fit samples, lab dips, strike-offs, deco panels, and fabric header records across apparel categories.
Organize and maintain a comprehensive design sample library for in-season and retail samples, ensuring items are clearly labeled, accessible, and accurately tracked.
Archive physical design assets such as PP samples, lab dips, strike-offs, and deco panels in the office, maintaining orderly storage systems and ensuring traceability.
Partner with product teams to develop, document, and implement standard operating procedures (SOPs) for sample donation and disposal, including guidelines on how to store, donate, and dispose of samples.
Write and update SOPs that define best practices for sample storage, organization, donation, and disposal, and support teams in adopting these processes.
Support product teams with shipping and receiving of samples, including coordinating with the mail room, logging incoming and outgoing packages, and ensuring timely distribution.
Perform administrative tasks related to sample management, including data entry, record keeping, and maintaining up-to-date information in product lifecycle management systems.
Set up and maintain systems and tools to store, track, and report on sample inventory, including working with spreadsheets or other data tools to create clear, usable tracking graphs and reports.
Collaborate closely with art, apparel design, non-apparel design, technical design, and raw materials teams to align sample management practices with product lifecycle milestones.
Prioritize multiple projects and tasks, balancing administrative duties with process documentation and improvement initiatives.
Apply strong analytical and problem-solving skills to identify inefficiencies in sample handling and propose practical solutions to improve workflows.
Ensure all sample management processes uphold the highest standards of accuracy, organization, and ownership.
Lift and move boxes or containers of samples as needed, including handling items up to 50 lbs to support storage, archiving, and distribution activities.
Use product lifecycle management (PLM) tools to track samples and related data, ensuring information is accurate, complete, and aligned with product timelines.
Support data migration and system integration efforts related to sample and product data as needed.
Contribute to a culture of continuous improvement by suggesting enhancements to systems, tools, and processes used for sample management.