Sample Coordinator, Hyacinth House
About The Position
Tuckernuck is seeking a Sample Coordinator to support our overall Hyacinth House buying strategy. This role involves physical sample management, digital product management, business analysis, purchasing, managing the flow of goods, and vendor communication. The Sample Coordinator will support the Senior Merchant with day-to-day administrative and operational tasks, including managing sample receiving and shipping, data entry, and maintaining visual representations of seasonal collections. The ideal candidate will be highly self-motivated, proactive, and possess a deep understanding of our brand and customer. The ideal candidate is a strong communicator who is detail-oriented, deadline-driven, highly organized, flexible, reliable, and has excellent follow-through. This individual must also demonstrate the ability to manage multiple competing priorities in a fast-paced, team-oriented environment.
Requirements
- Undergraduate degree in Apparel Design, Fashion Merchandising, or applicable field.
- 1–2 years of relevant experience in apparel design, product development, merchandising, or sample management (internships included).
- Knowledge/Skills/Abilities
- Passion for the Tuckernuck brand and interested in retail/ fashion
- Highly organized with excellent time management skills and the ability to juggle multiple tasks and deadlines
- Strong communication skills with a proactive, solutions-oriented mindset
- Attention to detail with a passion for process improvement and accuracy
- Enjoy building strong, positive relationships with teammates and vendor partners
- Proficiency in Google Suite, and ability to learn new software systems quickly
- Ability to lift, move, and transport sample boxes (up to 30 lbs).
Responsibilities
- Track, receive, and maintain all incoming Proto, PP (pre-production), and TOP (top of production) samples.
- Ensure accurate labeling, tagging, and organization within the Hyacinth House Sample Closet.
- Maintain the Hyacinth House Sample Master Tracker in Airtable, monitoring sample lifecycle from initial request through in-house arrival; maintain style numbers and costing from the vendor.
- Alert Tech Designer and Senior Merchant when new samples are ready for fittings; attend all fittings and assist with notetaking, photos, and sample prep (including steaming garments).
- Serve as the primary point of contact for all sample-related communication with internal teams (Merchandising, Production, Styling, Marketing) and external vendors.
- Order, track, and document reference samples for product development.
- Track and update sample statuses across internal systems (Airtable, Lets Flo, Netsuite).
- Support the Senior Merchant through shelling out monthly orders, as assigned. This includes assigning the occasion, dress style, sleeve length, pattern & fabric and other attributes for each MPN.
- Generate & upload both products and purchase orders in Netsuite.
- Collect and input UPCs from the vendor in a timely & accurate manner, prior to delivery of goods.
- Audit order confirmations, costing, and packing lists; communicate and correct discrepancies with the vendor.
- Partner with Logistics to monitor receipt timing, communicate updates, and ensure accurate vendor PO management and on-time delivery.
- Create and maintain the Buys by Category for both the brand and company-wide tracking.
- Support seasonal development by sourcing and organizing inspiration images and adding product links.
- Review live PDPs (product detail pages) for accuracy in product info, color, fit, and style families.
- Write product reviews for all Hyacinth House styles on-site.
- Collaborate with Marketing to create UGC content.
- Prepare all samples and coordinating information for the Monthly Product Knowledge Meetings
- Support the Senior Director of Buying and Senior Merchant to provide styling direction and approval for all ecommerce photoshoots
- Analyze and report weekly on marketing features, conversion rates and customer demographics
- Upload new proto samples into Airtable prior to fittings
- Support the Senior Merchant in positioning the brand to the marketing team, such as recommending products that need visibility to the Influencer Marketing Team and/or Email Marketing Team
Benefits
- medical, dental, and vision coverage
- a 401(k) with a company match
- generous paid time off and holiday
- paid new parent leave
- day care coverage
- a generous employee discount
- other great perks
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
11-50 employees
