Sample Coordinator

Baseball Lifestyle 101•Farmingdale, NY

1d•$22 - $24•Onsite

About The Position

The Sample Coordinator is responsible for managing the entire lifecycle of product samples, from receiving and processing to inventory management, coordination, and disposition. This role requires strong organizational skills, attention to detail, and effective communication to support various internal teams, including Content and Marketing, and to ensure the smooth operation of sample-related processes for photoshoots and other projects.

Requirements

High School diploma or equivalent, required.
Strong organizational and time management skills with exceptional attention to detail.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Excellent written and verbal communication skills.
Proficiency in Microsoft Excel, Google Sheets, and/or inventory management system
Ability to lift 25 lbs.
Repetitive wrist motion
Audible recognition of alarms
Standing or sitting for extended periods

Nice To Haves

Some experience with inventory and receiving (Preferred)

Responsibilities

Receive, unpack, inspect, and process incoming product samples to ensure accuracy and quality. Verify items with purchase orders and promptly identify and communicate any discrepancies
Maintain accurate and up-to-date sample and inventory records, including product details within the tracking system.
Maintain an organized, clearly labeled, and accurately accounted-for sample room, ensuring inventory is easily accessible while maintaining strong inventory integrity and accurate counts.
Coordinate the movement of samples and inventory across departments and locations, including Content and Marketing teams. Ensure all transfers, returns, and inventory consumption are properly documented.
Maintain accurate and up-to-date tracking of product samples, purchase orders (POs), delivery timelines, and scheduling.
Manage the sample request process by coordinating requests from internal teams, locating and preparing requested products, and ensuring samples are delivered to the appropriate team or location within the required timeframe.
Pull, organize, pack, and prepare inventory boxes and sample shipments based on project and team requirements. Ensure all items are accurately accounted for and properly prepared for delivery or pickup.
Work closely with the Director of Content Production on photoshoot sample needs, including coordinating samples for specific shoot dates and locations.
Communicate effectively with internal teams regarding missing, delayed, incorrect, or unavailable samples and proactively follow up to resolve issues and minimize impact to project timelines.
Establish and maintain a clear process for samples once they are no longer needed for their original purpose. Evaluate opportunities to reallocate, repurpose, return, transfer, or otherwise disposition samples in coordination with the appropriate teams.
Support periodic sample and inventory audits by conducting physical counts, reconciling discrepancies, and ensuring system records accurately reflect inventory on hand and current sample locations.
Perform other duties and responsibilities as assigned.