Sample Coordinator

Description

Meeting and Market Prep

• Receive, check in, and organize all Protos/Samples from Production leading up to major milestone meetings and wholesale market 
• Manage multiple sample lines
• Set up presentation room w/ samples by delivery and supplemented w/ CADs (merch team to assist w/ CADs), sketches and swatches for any missing samples/colors
• Manage distribution of samples post meetings w/ hand offs to merchandising and wholesale
• Maintain detailed sample tracking files for all samples that are shared with other teams (marketing for photography, wholesale for market appointments)

WS Market Support

• Ship samples out to wholesale team during market and throughout the selling season
• Communicate all late arrival samples with the wholesale team, and ship what is requested
• Maintain a sample log tracking which samples have been shipped and received 

Post-Market 

• Responsible for all sample tracking
• Work with merchandising and production on Photo sample requests each season after the buy is confirmed
• Maintain a photo sample request file that details by season how many photo samples are requested and an estimated cost
• Communicate directly with Sourcing Agents/Vendors regarding Photo Sample requests and timing
• Inform all cross functional teams (merch, PD, marketing) of Photo Sample Status

Image/Product Shoots

• Prepare samples for style outs, including organizing racks and identifying any missing samples
• Work with the Marketing team to plan sample shipments for various photo shoots (flats, on model, lifestyle, bespoke, staff style, etc.)
• Confirm samples requested are available for shoots 
• Create shot list for marketing and give them all production comments from RLM for each sample
• Prepare samples for marketing photoshoots and check all samples back in after each shoot
• Verify correct samples are being shot (model changes, trim changes, etc.) with guidance of the PD team.
• Keep up with which SMS samples were shot and send those flats to production and tech to get them approved before going online (cross functional with ecommerce, merch and production)

Manage Sample Closets

• Ensure sample closet is organized and secure
• Samples will be organized by season, delivery and classification
• Pull samples as needed for Design, Production, Tech Design, Marketing and Merchandising, ensuring samples are properly returned
• Prepare old seasons samples to be archived or returned to the warehouse
• Maintain a neat and organized work area

Other Responsibilities

?      Assist with other projects as assigned

?      Understanding of and adherence to Product Development Calendar

Requirements

Physical Requirements: 

• This position requires the ability to perform essential job functions that include lifting and moving items weighing up to 50 pounds. The role also requires the ability to climb stairs and safely transport product between floors, as shipments are received on a different level than the primary work area.
• Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Team members are encouraged to use appropriate safety practices and request assistance when handling heavy or bulky items.

Key Qualifications: 

• High proficiency of Microsoft Office, particularly Excel and PowerPoint
• High proficiency of Google Workspace, particularly Google Drive, Sheets, Docs and Slides
• Familiarity with Adobe Illustrator, InDesign and Photoshop
• Excellent verbal, 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 (or ability to learn) of data systems including:  RLM, Shopify, 42 and NuOrder