Samples Coordinator

About Rifle Paper Co:

At Rifle Paper Co., every product begins as an idea brought to life through artwork, materials, and thoughtful design. From first sample to final launch, our process is highly collaborative and detail-driven.

About the Role:

Our Samples team plays a key role in that journey ensuring products move seamlessly from development to photography, sales, and ultimately into the hands of our customers.

We’re looking for a Samples Coordinator who thrives on organization, loves working cross-functionally, and takes pride in keeping complex seasonal timelines running smoothly. This is an onsite position, based in Winter Park Florida reporting into our Senior Manager Merchandising.

The Samples Coordinator supports seasonal product development by managing the flow of samples across teams from initial review through photography, sales, and launch. This role is equal parts coordination, communication, and organization.

You’ll partner closely with Product Development, Production, Brand Creative, and Sales to ensure samples are available, tracked, and accurately documented at every stage. If you enjoy bringing structure to fast-moving creative work and have a sharp eye for detail, this role offers a unique opportunity to contribute to how our products come to life.

What You Will Do:

Seasonal Sample Coordination:

• Coordinate the distribution of seasonal intro packets and match prints to internal teams and suppliers.
• Schedule and support Seasonal Sample Reviews, including agenda coordination and meeting setup.
• Capture detailed notes in VibeIQ to ensure accurate documentation and follow-up.
• Label, organize, and maintain all samples following review meetings.
• Track and manage the status of sales samples with factory partners.
• Review Top of Production (TOP) samples upon arrival and communicate any variances.
• Maintain and organize the sample archive.

Photography Sample Management:

• Partner with Brand Creative to align on seasonal photography timelines and sample needs.
• Coordinate sample handoff from development through launch, ensuring clear communication and tracking.
• Maintain documentation of samples used for photography and identify any re-shoot needs once TOP samples arrive.
• Pull and manage samples from inventory as needed for photography.
• Update VibeIQ with final product imagery or communicate availability to the Product team.

Sales Sample Management:

• Own and manage seasonal Sales Samples across all showroom locations.
• Partner with Wholesale Sales to align on showroom milestones and sample requirements.
• Coordinate sample allocation, including new and carryover SKUs, ensuring timely delivery.
• Track delays and proactively communicate updates to ensure showrooms are fully supported.

What We Are Looking For:

• Bachelor’s degree in Merchandising, Product Development, Supply Chain, Business, or a related field preferred.
• 2 to 4 years of experience in product development, merchandising, production, or a related coordination role.
• Exceptional organizational skills and strong attention to detail.
• Ability to manage multiple timelines and seasonal deadlines simultaneously.
• Strong written and verbal communication skills.
• Experience with PLM systems (VibeIQ preferred).
• Collaborative mindset with the ability to work across Product, Production, Creative, and Sales teams.
• Proactive, solutions-oriented, and comfortable in a fast-paced, evolving environment.