Sample Coordinator - Industrial Color

CoCreativ•New York, NY

3d•Onsite

About The Position

Industrial Color, part of CoCreativ, is seeking a Sample Coordinator responsible for organizing, tracking, and managing product throughout the production process. This is a hands-on, operational role focused on receiving, tracking, unpacking, steaming, tagging, organizing, packing, and returning merchandise while maintaining digital records. The ideal candidate is exceptionally organized, detail-oriented, proactive, and comfortable being the central point of contact for product status. This role involves close collaboration with producers, stylists, clients, and freelance merchandise support teams to ensure products are production-ready and managed effectively before, during, and after shoots. This is a fully onsite role requiring five days per week in the studio.

Requirements

3–5 years of experience in studio sample coordination, sample management, an in-house visual team, styling support, or a similar environment.
Previous on-set or production experience strongly preferred.
Strong organizational skills and attention to detail.
Experience managing and tracking a high volume of physical product or merchandise.
Ability to communicate effectively and professionally with producers, stylists, clients, and other internal and external partners.
Ability to organize time, manage workflow, meet deadlines, and prioritize effectively in a fast-paced environment.
Comfortable coordinating ad hoc freelance support based on production needs.
Able to work autonomously once trained on internal workflows, systems, and resources.
Comfortable with the physical and repetitive aspects of sample management, including unpacking, steaming, racking, organizing, moving, packing, and returning merchandise.
Exceptional organization and attention to detail: Able to keep a high volume of merchandise, information, and deadlines organized without losing track of the details.
Ownership and accountability: Takes responsibility for knowing where product is, what condition it is in, and what needs to happen next.
Communication and collaboration: Comfortable working directly with producers, stylists, clients, and freelance teams in a fast-moving studio environment.
Prioritization and time management: Able to balance planned work with last-minute production needs and use slower periods productively.
Hands-on, service-oriented mindset: Willing to jump into the practical work required to keep production moving, from steaming and racking to packing and inventory.

Responsibilities

Receive and process all incoming product and merchandise.
Oversee shot lists and merchandise lists to ensure required product information is complete and accurate.
Ingest shot lists and merchandise information into internal systems.
Check merchandise in and out and digitally track product through every stage of the production process.
Identify and flag missing, damaged, incorrect, or otherwise problematic merchandise before and after production.
Unpack and prepare merchandise for set, including steaming, racking, unboxing, printing, and tagging.
Organize merchandise and racks in partnership with producers and stylists.
Serve as the primary point of contact and internal resource for product status, location, and handling.
Develop a strong understanding of client products and product-specific requirements.
Pack merchandise appropriately and coordinate timely returns with clients and producers.
Schedule and track product returns.
Maintain shared and client-designated merchandise rooms.
Review upcoming production schedules and plan for additional merchandise support as needed.
Train and onboard freelance merchandise support staff and maintain a reliable roster of freelance support.
Maintain inventory of the shared prop closet and prepare prop carts for sets.
Serve as the sample-management expert within the digital workflow and train team members on processes as needed.
Prepare and export client and project status reports on required schedules.
Partner with stylists to maintain steamer inventory and other supplemental merchandise supplies.