Senior Manager, Sample Library & Inventory Operations

Company Overview

The Karen Pearse Brand is built on delivering exceptional materials with a commitment to service, deep industry expertise, and highly personalized project execution. We have partnered with some of the world’s most prominent retailers, architects, and developers across 40 countries, delivering over 150 million square feet of material alongside comprehensive project management and procurement services.

Our strength lies in our global supplier and manufacturing network, combined with a highly skilled team across New York, Europe and Asia. Through close collaboration with our clients, we deliver tailored, turnkey solutions that are both design-driven and execution-focused.

POSITION SUMMARY:

The Senior Manager of Sample Library & Inventory Operations leads the management, organization, and operational efficiency of the company’s stone and tile sample library and the inventory of sellable and project-specific materials stored in company warehouses.

This role oversees the full lifecycle of sample and material inventory, including receiving, labeling, storage, fulfillment of requests, replacement ordering, and system tracking. The Senior Manager ensures that both the sample library and warehouse inventory operate with accuracy, efficiency, and organization to support sales teams, design partners, clients, and active projects.

In addition, this position oversees facilities operations for the company’s Manhattan office, ensuring the workspace is safe, organized, and operating efficiently.

The Senior Manager leads the Library Team and Sample Inventory Team, establishing systems, processes, and operational standards that support the company’s product presentation, sales activities, and project execution.

LIBRARY & INVENTORY OPERATIONS LEADERSHIP

·      Lead and manage the Library Team and Sample Inventory Team, ensuring clear workflows, communication, and accountability.

·      Oversee daily operations and long-term organization of the stone and tile sample library and related sample inventory.

·      Establish systems for cataloging, labeling, storing, and tracking all samples and inventory materials.

·      Ensure timely fulfillment of internal and client sample requests to support meetings, presentations, and project needs.

·      Maintain a highly organized sample library environment that enables efficient retrieval, restocking, and inventory control.

·      Provide leadership, coaching, and performance management to maintain high team performance.

·      Develop staffing strategies, training programs, and operational standards for teams responsible for sample handling and inventory management.

WAREHOUSE INVENTORY MANAGEMENT

·      Oversee inventory control for all stone, tile, and architectural materials stored in company warehouses.

·      Maintain accurate records of materials allocated to active projects and general inventory available for sale.

·      Track materials received, reserved for projects, shipped to job sites, or sold from inventory.

·      Conduct regular inventory audits and cycle counts to ensure alignment between physical inventory and system records.

·      Monitor inventory levels and communicate shortages, overstock, or supply risks to leadership.

RECEIVING, FULFILLMENT & LOGISTICS

·      Oversee the receipt, inspection, and intake of incoming stone, tile, and sample materials.

·      Ensure materials are properly labeled, logged, and entered into inventory systems.

·      Manage shipments of samples to clients, showrooms, sales teams, and partners.

·      Oversee shipments of inventory materials to job sites, fabricators, and customers.

·      Maintain efficient packing, tracking, and shipping procedures.

INVENTORY CONTROL & VENDOR COORDINATION

·      Maintain accurate inventory records for all sample materials and warehouse stock.

·      Establish protocols for labeling and tracking all incoming and outgoing materials.

·      Manage ordering of new and replacement samples to maintain appropriate stock levels.

·      Coordinate with vendors and suppliers to request, replenish, and track incoming samples and materials.

·      Identify opportunities to improve storage systems and inventory efficiency.

FACILITIES MANAGEMENT

·      Oversee facilities operations for the company’s Manhattan office.

·      Ensure the workspace is safe, organized, clean, and compliant with operational needs.

·      Coordinate maintenance, repairs, and improvements with vendors, contractors, and building management.

·      Monitor workspace organization and operational infrastructure to support daily business operations.

PROCESS IMPROVEMENT & SYSTEMS

·      Evaluate workflows and implement improvements to increase operational efficiency and accuracy.

·      Develop and maintain standard operating procedures (SOPs) for receiving, labeling, ordering, pulling, allocation, and restocking of samples and inventory.

·      Introduce tools or systems that improve sample tracking, warehouse inventory visibility, and operational performance.

·      Ensure operational processes align with the needs of sales, design, and project teams.

CROSS-DEPARTMENT COLLABORATION

·      Partner with sourcing, sales, showroom teams, project managers, and leadership to support product presentation and client requests.

·      Assist in preparing materials and sample selections for client meetings and presentations.

·      Support setup and breakdown of sample displays for presentations and marketing initiatives.

·      Ensure library and warehouse systems support product launches, marketing initiatives, and client presentations.

·      Support project teams by ensuring timely availability and accurate tracking of materials required for active jobs.

REQUIRED SKILLS

·      Proficiency in Microsoft Office Suite.

·      Strong leadership and team management capabilities.

·      Excellent organizational and operational management skills.

·      Ability to manage multiple priorities in a fast-paced environment.