Sample Coordinator

We are seeking a highly organized and detail-oriented Sample Coordinator with experience in contemporary and ready-to-wear brands (no fast fashion) to join our team. This hands-on role will support both campaign and e-commerce shoots, managing high volumes of SKUs and acting as a key liaison between cross-functional teams. The ideal candidate thrives in a fast-paced environment, has excellent communication skills, and can maintain meticulous oversight of sample lifecycle and production logistics.

Key Responsibilities:

Sample Coordination & Logistics (A–Z):

• Manage the full lifecycle of samples from arrival to return, ensuring seamless coordination with creative, marketing, e-commerce, and merchandising teams.
• Maintain detailed records of all sample-related communications via email to ensure traceability and accountability.
• Proactively track pull requests, drops, changes, and late arrivals to ensure timely sample availability.
• Manage high SKU counts efficiently, ensuring accuracy and proper organization.

Photoshoot Preparation:

• Collaborate closely with Producers to confirm shoot readiness—including samples, props, and collateral—while adapting to last-minute changes.
• Anticipate upcoming sample needs and coordinate in advance to prevent delays in production.
• Pull, prep, and deliver samples to photographers and ensure their timely return after studio shoots.
• Assist with casting new talent when approved.

File and Asset Management:

• Organize and maintain digital assets (images, shoot folders, collateral), ensuring proper file naming and placement for easy retrieval.
• Coordinate file sharing across departments while meeting branding and technical requirements.
• Retrieve archived or cross-functional assets as needed, supporting internal teams in staying organized and on schedule.
• Assist with content delivery and post-production tasks as directed.

Cross-Department Collaboration:

• Serve as a central point of contact for sample- and asset-related coordination across departments.
• Maintain ongoing communication with merchandising, creative, and marketing to align on inventory, delivery windows, and shoot needs.
• Keep internal records updated in real-time, reflecting the status of samples and digital files.
• Support simultaneous campaign and e-commerce shoots as assigned, based on production priorities.
• Monitor on-set logistics to help ensure smooth execution during shoots.
• Flag issues and provide progress updates to managers promptly.

Qualifications:

• Minimum 2 years of experience in sample coordination or related roles at contemporary or ready-to-wear brands (no fast fashion).
• Proven ability to manage and track high SKU volumes efficiently.
• Strong organizational skills and attention to detail.
• Excellent communication and collaboration skills.
• Proficiency in relevant software and digital asset management tools.