Sample Room Coordinator

Position Summary

The Sample Room Coordinator will play a key role in tracking projects and managing samples and packaging components for a fast‐paced cosmetics company in West Nyack, NY. This role requires strong organizational skills, a keen eye for quality, and the ability to communicate effectively with cross-functional internal teams.

Essential Functions

• Oversee Sample Room product organization and distribution.
• Fulfill sample room product requests for internal and client projects in a timely fashion
• Promptly respond to all requests and ensure on‐time delivery.
• Receive, inspect and organize incoming cosmetic samples and packaging components while maintaining and updating the master product and packaging component inventory spreadsheets on a weekly basis.
• Responsible for labeling and preparing market allocations for newly launching USA collections.
• Monitor the production of samples for internal collections with the support of the Senior Manager, starting with component orders: logging inventory in a spreadsheet including all vital information such as supplier, item reference code, qty received, etc. while maintaining organization of the component inventory room; Proactively monitor emails to cross‐check orders received and send components to appropriate internal teams when it's time to fill.
• Prepare shipments locally and globally daily; ensure accuracy of all shipping and receiving paperwork; Communicate content details and tracking information with recipient; diligently research and provide delivery information.
• Maintain an orderly and functional sample room environment. Proactively re‐organize and shift older collections into bins, unpack newer collections samples received from Italy and Asia, and update the master product inventory file accordingly.
• Prepare clear and concise written updates on samples statuses for internal teams.
• Strong eye for detail with quality assurance and ability to evaluate samples aesthetically as well as in terms of color consistency, packaging integrity and overall presentation.

Job Qualifications

• Bachelor’s Degree preferred
• Knowledge of cosmetic industry a plus
• Proficient writing and email etiquette.
• Proficient in Microsoft Outlook and Excel.
• Experience in a related field a plus
• Excellent organizational and time management skills; highly detail‐oriented.
• Strong judgement and decision‐making skills; solution‐oriented.
• Ability to manage multiple projects simultaneously in a fast‐paced environment.

EEO

We are committed to creating a diverse and inclusive workplace where everyone is valued and respected. We believe that a wide range of perspectives and experiences enhances our innovation and success. We are an Equal Opportunity Employer and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other legally protected status. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to any of these characteristics. We are dedicated to providing a work environment that is free from discrimination and harassment and promotes equal opportunity for all.