Sample Coordinator

Billy Reid•Florence, AL

About The Position

The Sample Coordinator manages sample organization, tracking, requests, and shipments for the office. The role follows a Sample Coordinator Timeline covering key duties and deadlines, from sample preparation through shipping and receiving. Responsibilities include checking in and organizing samples and prototypes, fulfilling requests from internal teams, keeping sample areas organized and secure, and preparing samples for meetings, market, and photoshoots. The coordinator works with Design, Production, Tech, Marketing, and other contacts to ensure samples are available when needed, arrive on time, and are returned to their designated locations. All samples and products shipped must be tracked in an inventory log.

Requirements

High proficiency in Google Workspace, particularly Google Drive, Sheets, Docs, and Slides.
High proficiency in Microsoft Office, particularly Excel and PowerPoint.
One to two years of experience in a fashion product role and/or a degree in Fashion Merchandising.
Ability to work under deadlines, manage multiple priorities, work independently, take initiative, pay close attention to detail, and follow projects through to completion.
Highly organized and detail-oriented.
Excellent verbal, written communication, and presentation skills.
Ability to lift and move items weighing up to 50 pounds.
Ability to climb stairs and safely transport product between floors.

Responsibilities

Follow the Sample Coordinator Timeline and its project duties and deadlines.
Receive, unbox, check in, and organize samples and prototypes arriving from factories or the Production team, placing them in appropriate locations.
Pull sample requests for Design, Production, Tech, and Marketing teams, and ensure samples are returned or placed in specified locations so they can be put back in their designated homes.
Keep the sample closet and all office sample areas organized, streamlined, neat, and secure.
Prepare and organize samples for S27 FLR Meetings using provided spreadsheets; arrange racks and help set up the office the week before the meetings.
Ship samples to the wholesale team during market and receive and check them back in, including late samples.
Pull, pack, and ship samples for various photoshoots, including flats, on-model, campaign, and e-commerce shoots, following timelines and guidance from relevant contacts.
Use shot lists to locate requested samples and confirm their availability for upcoming photoshoots.
Coordinate with the Marketing team and freelance Production Coordinator to provide tracking numbers and confirm shipments will arrive in time for scheduled shoots.
Follow up on return shipments after shoots, check samples back in, and organize them in designated office locations.
Pull and organize samples on racks for the NuOrder wholesale photoshoot at the office and provide on-site support as needed.
Fulfill Marketing and PR requests by pulling samples from headquarters or coordinating with the warehouse to pull from production.
Track all shipped samples and products in an inventory log, recording items out when shipped and in when returned.
Assist with other projects as assigned.
Adhere to the Sample Timeline provided during training.