Sample Coordinator

Billy Reid•Florence, AL

About The Position

The Sample Coordinator manages product samples throughout the wholesale market cycle, post-market activities, photo requests, and marketing shoots. The role receives and organizes samples from Production, prepares meeting and presentation rooms, tracks sample movement, and coordinates sample distribution with merchandising and wholesale teams. It also supports photo sample requests by maintaining request and cost records, coordinating timing with sourcing agents and vendors, and communicating status across teams. The position prepares samples for style-outs and photo shoots, confirms availability and accuracy, creates shot lists with production comments, and tracks samples through shoots and approvals. The coordinator also maintains organized and secure sample closets, manages sample checkouts and returns, and prepares older samples for archiving or warehouse return. The role requires adherence to the Product Development Calendar and may include other assigned projects.

Requirements

High proficiency in Microsoft Office, particularly Excel and PowerPoint.
High proficiency in Google Workspace, particularly Google Drive, Sheets, Docs, and Slides.
Familiarity with Adobe Illustrator, InDesign, and Photoshop.
Excellent verbal and written communication and presentation skills.
Highly organized and detail-oriented.
Ability to work under deadlines, manage multiple priorities, work independently, take initiative, and pay close attention to detail.
Knowledge of, or ability to learn, data systems including RLM, Shopify, 42, and NuOrder.
Ability to lift and move items weighing up to 50 pounds.
Ability to climb stairs and safely transport products between floors.
Use appropriate safety practices and request assistance when handling heavy or bulky items.

Responsibilities

Receive, check in, and organize Protos/Samples from Production ahead of milestone meetings and wholesale market.
Manage multiple sample lines.
Set up presentation rooms with samples organized by delivery, supplemented with CADs, sketches, and swatches for missing samples or colors.
Manage sample distribution after meetings, including handoffs to merchandising and wholesale.
Maintain detailed sample tracking files for samples shared with other teams, including Marketing and Wholesale.
Ship samples to the wholesale team during market and throughout the selling season.
Communicate late-arriving samples to the wholesale team and ship requested samples.
Maintain a log of samples shipped and received.
Track samples after market and work with Merchandising and Production on seasonal photo sample requests once the buy is confirmed.
Maintain a photo sample request file documenting seasonal requests and estimated costs.
Communicate with sourcing agents and vendors about photo sample requests and timing.
Inform Merchandising, Product Development, and Marketing teams of photo sample status.
Prepare samples for style-outs, organize racks, and identify missing samples.
Coordinate sample shipments with Marketing for photo shoots, including flats, on-model, lifestyle, bespoke, and staff-style shoots.
Confirm requested samples are available for photo shoots.
Create shot lists for Marketing and provide production comments from RLM for each sample.
Prepare samples for Marketing photo shoots and check samples back in after each shoot.
Verify, with guidance from the Product Development team, that the correct samples are photographed, including checking model and trim changes.
Track which SMS samples were photographed and send flats to Production and Tech for approval before items go online, coordinating with Ecommerce, Merchandising, and Production.
Keep the sample closet organized and secure, with samples arranged by season, delivery, and classification.
Pull samples for Design, Production, Tech Design, Marketing, and Merchandising, and ensure they are properly returned.
Prepare samples from old seasons for archiving or return to the warehouse.
Maintain a neat and organized work area.
Assist with other projects as assigned.
Understand and adhere to the Product Development Calendar.