Product Development Coordinator (Beauty)

American Exchange Group • New York, NY

3d

About The Position

The Product Development Coordinator supports the Product Development team across AX Beauty’s personal care, beauty, and fragrance portfolios. This role is critical to ensuring smooth execution of development programs through strong sample management, accurate documentation, and disciplined tracker maintenance. The position serves as a key operational partner to Product Development Managers, Contract Manufacturers, Fragrance Houses, and internal cross-functional teams to keep projects moving efficiently and on time. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple workstreams simultaneously. This role is well-suited for someone early in their product development career who thrives in a fast-paced, highly collaborative environment.

Requirements

• Bachelor’s degree in chemistry, Product Development, Supply Chain, Business, or related field preferred
• 1–2 years of experience in beauty, personal care, fragrance, or consumer packaged goods preferred
• Strong organizational skills with high attention to detail
• Ability to manage multiple projects and deadlines simultaneously
• Clear written and verbal communication skills
• Proficiency in Microsoft Excel, Word, and PowerPoint

Nice To Haves

• experience with Monday.com or similar tracking tools is a plus
• Interest in beauty, personal care, and fragrance product development

Responsibilities

• Support the Product Development team in managing timelines, key milestones, and deliverables across active development programs.
• Coordinate cross-functional communication between Product Development, Brand, Regulatory, Packaging, and external partners to ensure alignment on project objectives and deadlines.
• Maintain and update Product Development and Contract Manufacturer trackers to reflect current project status.
• Prepare and organize materials for internal development reviews, line reviews, and fragrance or CM presentations.
• Support tracking of packaging progress and artwork dependencies as they relate to formula approval and testing readiness.
• Manage the receipt, organization, labeling, and shipment of all fragrance, formula, and batch samples.
• Maintain a centralized inventory of fragrance oils, lab standards, remods, and batch samples for internal reference.
• Coordinate preparation and shipment of required sample sets to Brand teams and internal stakeholders.
• Track batch submissions from Contract Manufacturers and ensure timely internal distribution for review and approval.
• Collect, organize, and upload all required Product Development documentation into Monday.com, ShareFile, and internal systems.
• Support management of formula documentation, including approvals, final INCI lists, FWV, SDS, CoA, and raw material documentation.
• Assist in gathering and tracking regulatory and compliance documentation, including IFRA, compositional statements, Prop 65, shelf life, PAO, flammability, and GMP or ISO certificates.
• Support submission and tracking of testing programs, including stability, compatibility, RIPT, PET, and other required testing.
• Flag missing, delayed, or incomplete documentation and testing timelines to Product Development Managers.
• Support Product Development Managers in maintaining accurate and up-to-date PD trackers.
• Add new projects based on incoming RFQs and development requests.
• Log updates, decisions, and next steps discussed during CM and fragrance house calls.
• Track formula approvals, rejected codes, and approval dates.
• Prepare and send recap notes following vendor and internal development calls.
• Assist with meeting preparation, scheduling, and follow-up on action items.
• Track project statuses and communicate updates to internal stakeholders as needed.
• Provide day-to-day operational support to ensure Product Development workflows run efficiently.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level