Samples Coordinator

Tasty Brands LLC•Owensboro, KY

11h

About The Position

We are looking for a detail-oriented and highly organized Sample Coordinator to manage the receiving, packing, tracking, and documentation of all product samples. This role ensures accurate inventory within Aptean, maintains product quality standards, and supports multiple internal teams with timely and flawless sample shipments. The ideal candidate thrives in a fast-paced environment, enjoys hands-on work, and takes pride in accuracy and process consistency.

Requirements

Experience with inventory systems; Aptean experience is a plus.
Strong organizational skills with high attention to detail.
Ability to work in cold environments and handle dry ice/materials.
Effective communication skills, both written and verbal.
Ability to manage multiple priorities and work independently.

Nice To Haves

Familiarity with food quality or basic QA processes is preferred.

Responsibilities

Receive incoming product samples and record inventory in Aptean (cases in; pieces out).
Maintain accurate, up-to-date sample inventory to prevent shortages.
Conduct weekly Friday inventory counts, verify quantities against Aptean, and report any discrepancies.
Perform routine product quality checks (freezer burn, packaging, expiration dates).
Work with QA to approve or reject product that is not suitable for shipment and document findings.
Pack samples one day prior to shipment to identify potential issues early.
Prepare shipments with appropriate packing materials, dry ice, specifications sheets, and proper freezer-safe labeling.
Ensure all products are labeled correctly—no handwritten or stapled labels.
Support fulfillment for multiple sample streams, including K12 customers, events/shows, and testing needs.
Sign off on all packed samples and return documentation to the TPKY team member managing shipment tracking.
Enter all sample orders into Aptean daily and generate packing slips.
Upload all email requests, packing paperwork, FedEx quotes, and related documents into Aptean.
Maintain accurate documentation trails to support financial reconciliation of shipping costs.
Log quality issues, delays, or customer feedback directly in Aptean for future reference.
Send tracking information the day before shipment; ensure backup coverage when needed.
Monitor delivery status for all shipments and escalate delays or issues.
Communicate potential shortages or quality concerns to the sales team promptly.