Sample Operations Manager

Comfrt

5d•Remote

About The Position

The Sample Operations Manager is responsible for building, managing, and optimizing the end-to-end sample operations process for all marketing samples. This role serves as the operational hub between Product Development, Merchandising, Creative, Marketing, Photography, Social Media, Operations, and overseas vendors to ensure every sample is delivered accurately and on time for development, photoshoots, campaigns, wear testing, executive reviews, and product launches. Success in this role requires exceptional organization, operational excellence, strong communication, and the ability to manage multiple priorities simultaneously. The ideal candidate is highly proactive, thrives in a fast-paced environment, creates scalable processes, and can independently manage competing priorities while maintaining accuracy and urgency.

Requirements

Bachelor's degree in Fashion Merchandising, Product Development, Apparel Production, Business, Supply Chain, or a related field.
4+ years of experience in apparel product development, sample management, merchandising operations, or production.
Experience working with overseas factories and vendors.
Experience working in a remote or hybrid environment with the ability to operate independently.
Exceptional organizational and time management skills.
Strong project management skills with the ability to manage multiple priorities and deadlines simultaneously.
Self-starter who requires minimal supervision.
Creative problem solver with a proactive, solution-oriented mindset.
Professionally mature with excellent judgment, accountability, and ownership.
Outstanding written and verbal communication skills.
Comfortable working in a fast-paced, high-growth environment.
Ability to build processes, improve systems, and drive operational excellence.
Microsoft Office Suite (Advanced Excel, Word, PowerPoint, Outlook)
Adobe Illustrator
Adobe Photoshop
Miro
Canva
Asana

Nice To Haves

PLM systems preferred
Experience with sample tracking, inventory management, shipping, or project management software is a plus.

Responsibilities

Own the end-to-end sample lifecycle across all product categories and seasons.
Build and maintain a centralized sample management system that provides real-time visibility across the organization.
Manage all inbound and outbound creator photography, marketing, creative, executive, and wear-test samples.
Ensure all samples are accurately tracked from vendor shipment through internal distribution and return.
Develop standardized operating procedures for sample handling, tracking, storage, and distribution.
Continuously improve sample workflows to increase efficiency and reduce delays.
Maintain digital libraries of sample imagery and approvals for internal visibility.
Ensure all submissions are organized, documented, and easily accessible.
Manage all sample requests across Product Development, Creative, Marketing, Merchandising, Social Media, Photography, Operations, and Executive Leadership.
Prioritize competing requests while ensuring critical business milestones are achieved.
Understand the seasonal marketing calendar and proactively plan sample requirements to support all campaigns, launches, photoshoots, creator partnerships, and key business initiatives.
Coordinate sample readiness to align with product launch calendars and cross-functional deadlines.
Partner closely with Creative and Photography teams to coordinate samples for all photoshoots.
Assist with outfit planning, product assortment, styling coordination, and sample selection for creative shoots.
Ensure all photography samples are complete, organized, steamed, tagged, and delivered on schedule.
Coordinate sample returns and inventory reconciliation following photoshoots.
Serve as the primary operational contact for all sample-related communication with overseas vendors.
Manage daily communication through Email, WhatsApp, Slack, WeChat, and other communication platforms.
Follow up proactively on sample status, shipment timing, missing samples, and vendor action items.
Escalate risks early and drive timely resolutions to maintain business timelines.
Directly manage the Sample Coordinator, providing daily direction, coaching, training, and performance management.
Develop the Sample Coordinator's skills, knowledge, and career growth through regular feedback and development plans.
Establish team priorities and allocate workload to ensure all sample requests are completed accurately and on time.
Create clear processes, expectations, and accountability measures for the sample operations team.
Conduct regular one-on-one meetings, performance reviews, and ongoing coaching.
Identify opportunities to improve team efficiency through process improvements, automation, and better resource planning.
Foster a collaborative, proactive, and solutions-oriented team culture.
Build and scale the Sample Operations function as the business grows, recommending additional resources when needed.
Serve as the escalation point for complex sample issues, cross-functional conflicts, and vendor challenges.
Coordinate sample activities across multiple departments to ensure alignment on priorities.
Lead sample status meetings and communicate weekly updates to stakeholders.
Build scalable processes that support company growth.
Train future team members on sample management standards and best practices.
Foster accountability through clear communication, organization, and process ownership.
Build dashboards and reporting to provide visibility into sample status, vendor performance, and timeline adherence.
Analyze workflow bottlenecks and recommend process improvements.
Maintain accurate sample inventory, tracking systems, and digital filing structures.
Ensure all sample documentation, shipping records, and approvals are organized and current.
Develop KPIs and reporting to measure sample turnaround time, on-time delivery, and operational performance.