Manager, Sample Room

Varsity Brands

1d•Hybrid

About The Position

The Sample Manager will be responsible for the end-to-end strategy, development, tracking, and distribution of product samples that enable a high-performing sales organization. This role is responsible for creating and executing the sample strategy in alignment with sales priorities, brand strategy, and go-to-market calendars—while maintaining tight control of sample budgets, invoicing, and operational efficiency. The Sample Manager partners cross-functionally with Design, Product Development, Sales Leadership, Marketing, and Logistics to ensure the right samples are designed correctly, produced on time, shipped accurately, and delivered to the right people—ultimately driving selling effectiveness, brand presentation, and revenue outcomes.

Requirements

Process improvement mindset (SOP creation, workflow optimization).
Ability to lead/coach coordinators or sample assistants as the function scales.
Ability to manage sensitive matters and information with tact, diplomacy, and confidentiality.
Attention to detail, ability to multitask, remain organized and prioritize tasks with strict deadlines.
Self-motivated team player, with the ability to work independently with minimal supervision.
Ability to work in a fast-paced environment and pivot focus of responsibilities in a smooth and efficient manner.
The ability to communicate (listening, writing and verbal) across all levels of an organization efficiently and effectively.
Knowledge of Federal and State Human Resource related laws and regulations.
Must be comfortable with conflict resolution.
Proficient in Outlook, Microsoft Word, Excel, and Power Point required.
High school diploma or GED required, Associate (or Bachelor) degree preferred.
3–5 years in sample management, sales operations, product operations, merchandising operations, or logistics (apparel preferred).
Strong proficiency in Excel/Google Sheets: pivot tables, lookups, conditional formatting, data validation, filtering, basic dashboards.
Experience managing budgets, invoices, and freight spend.
High attention to detail and ability to execute under tight deadlines.
Strong communication skills and comfort working across teams.
Intermediate skills with Microsoft Office and learning new systems/technology with understanding some work is processed manually.

Responsibilities

Sample Strategy & Planning; Build and manage the sample strategy across categories, accounts, regions, and sales roles (field, key accounts, club, internal sales, etc.).
Define sample assortment architecture (must-have styles, hero products, key colorways, size runs, and special make-ups/designs).
Align sample priorities to seasonal or sport launch milestones
Prep sample kits/assortments for upcoming sales meetings, line reviews, photo/video needs or key account presentations - ensuring samples are delivered to sales teams and showrooms on time and in selling-ready condition.
Establish sample allocation rules to ensure high ROI and equitable distribution across sales channels.
Sample Design & Development Coordination; Coordinate with Design/Product Development to ensure sample requests meet: Brand standards, construction/fit intent, color and material accuracy, labeling, trims, packaging requirements.
Own sample request process (tech packs, BOM readiness, artwork approvals, labeling callouts, online stores by sport, etc.).
Track sample milestones (Salesman samples, Event samples, etc.) and flag risk early.
Operational Execution: develop tracking, shipping & control SOPs in partnership with Operations, managing overall day-to-day strategy of sample movement and reporting.
Own sample room standards: organization, accuracy, and security.
Budget Ownership, Invoices & Financial Controls; Own the complete sample budget for all Brands under BSN, including forecasting, re-forecasting, and spend reporting to include track and reconcile of Vendor invoices, freight/shipping costs, duties/fees (if applicable) and sample charges by category/brand/channel.
Cross-Functional Communication & Sales Enablement; act as the central hub for sample communications across Sales, Merchandising, Product, and Logistics.
Provide clear weekly updates: delivery risks, shipping schedules, missing samples, and action plans.
Support Sales and Merch Teams with: sample kits and selling tools coordination, “What’s in the bag” assortments for key meetings, organized sample lines for line reviews and key accounts.
Resolve urgent sales requests and re-prioritize shipments as needed.
Key Liaison with Brand Partners to ensure sales samples are properly handled and distributed.