Sample & Materials Coordinator

Wantable•Los Angeles, CA

8d•Onsite

About The Position

Wantable is redefining retail through personalization, using a membership-based model and proprietary technology to curate products that help customers discover confidence and joy through style. As a data-driven fashion company, Wantable combines human intuition with algorithmic intelligence to deliver personalized assortments, balancing creativity, analytics, and operational precision. The Sample & Materials Coordinator will be responsible for the physical flow, organization, and availability of all product samples and material assets within the Los Angeles office. This role involves receiving, tracking, organizing, maintaining, and distributing samples and materials throughout the product lifecycle, ensuring they are traceable, accessible, and available when needed. Success requires exceptional organizational discipline, proactive communication, systems thinking, and the ability to leverage technology and AI-assisted tools for operational efficiency and accuracy in both physical and digital sample management. This is a high-ownership role in a lean environment that supports successful product development and cross-functional collaboration.

Requirements

High school diploma or equivalent required.
1–3 years of experience in apparel, product development, production, inventory coordination, operations, sample management, or a related role preferred.
Exceptional organizational skills with strong attention to detail and accuracy.
Ability to manage multiple priorities while maintaining structured processes and meeting deadlines.
Strong written and verbal communication skills with the ability to collaborate across teams and with external partners.
Proficiency with Google Workspace or Microsoft Office, particularly spreadsheets, and comfort learning new systems and AI-assisted tools.
Demonstrates ownership, accountability, sound judgment, and a continuous improvement mindset.

Nice To Haves

Coursework or an Associate's degree in Fashion Merchandising, Apparel Production, Operations, or a related field is a plus.
Experience working in the fashion, apparel, footwear, or consumer products industry.
Familiarity with PLM systems or inventory management software.
Experience supporting Product Development, Production, Merchandising, or Sourcing teams.
Working knowledge of Apple technology.
Familiarity with Google Workspace (Drive, Gmail, Docs, and Sheets).

Responsibilities

Own intake, logging, tracking, and organization of all vendor shipments and samples across development and production stages.
Manage samples across all development milestones (Proto, Fit, PP, TOP, Photoshoot).
Maintain accurate digital records of sample receipt, movement history, location, and status.
Standardize sample labeling and maintain organized, traceable sample storage.
Coordinate incoming and outgoing shipments with vendors, contractors, fulfillment partners, and internal teams.
Manage sample checkout processes and ensure timely return of borrowed samples.
Coordinate sample requests for marketing photoshoots and maintain visibility into sample readiness and deadlines.
Escalate missing samples, delayed deliveries, or tracking discrepancies promptly.
Maintain organized trim books, fabric libraries, color standards, swatch books, and other physical reference materials.
Ensure consistent documentation, filing, and labeling standards across all sample and material libraries.
Support cross-functional teams by locating and distributing requested materials.
Maintain audit-ready storage areas that promote efficient product development.
Utilize AI-assisted tools to improve routine communication, documentation, and sample tracking.
Maintain structured digital sample libraries using standardized naming conventions.
Apply lightweight automation and reporting tools to improve workflow efficiency, visibility, and accuracy.
Identify opportunities for continuous process improvement through automation and standardized procedures.
Serve as the primary point of contact for sample coordination across Product Development, Production, Tech Design, Merchandising, Marketing, and external partners.
Provide timely sample status updates and communicate shipment information with internal teams and overseas vendors.
Build strong working relationships while ensuring documentation standards and sample movement processes are consistently followed.
Other duties as assigned.