Sample Coordinator

Job Title: Sample Coordinator

Position Overview

We are looking for a motivated and detail-oriented Wholesale Fashion Sample Coordinator to manage and track all product samples from our factories through internal development, sales, and customer presentation stages.

This role is a great opportunity to gain hands-on experience in the product lifecycle, working closely with design, production, overseas factories, and sales teams to ensure samples are accurate, timely, and properly accounted for.

Key Responsibilities

Sample Tracking & Management

• Own and maintain the end-to-end sample tracking process from factory request to final disposition
• Log, track, and update all samples (proto, SMS, TOP, salesman samples) in internal systems or Excel trackers
• Monitor sample timelines and follow up with overseas factories to ensure on-time delivery
• Flag delays or issues proactively to production and management teams
  
  

Factory & Production Coordination

• Communicate daily with overseas factories and agents regarding sample status, revisions, and shipments
• Ensure samples align with tech packs, color standards, and requested revisions
• Track multiple rounds of sample corrections and approvals
  
  

Sample Organization & Inventory

• Maintain a well-organized sample room (by season, customer, style, and stage)
• Check in all incoming samples, verify accuracy, and label appropriately
• Track sample movement (sales team, photoshoots, trade shows, customer meetings)
• Manage sample returns and archive or dispose of samples as directed
  
  

Cross-Functional Support

• Partner with design and production teams to ensure sample readiness for key milestones
• Support sales team by pulling and preparing samples for market appointments and buyer meetings
• Assist with sample setup for trade shows, line reviews, and internal presentations
  
  

Reporting & Documentation

• Maintain accurate records of sample status, approvals, and changes
• Generate basic reports on sample flow, delays, and factory performance
• Support continuous improvement of sample tracking processes and tools
  
  

Qualifications

• Bachelor’s degree (or working toward one) in Fashion, Business, or related field
• Internship or part-time experience in fashion, product development, or operations preferred
• Strong attention to detail and organizational skills (critical for managing multiple samples and deadlines)
• Proficiency in Microsoft Excel and Google Workspace
• Strong communication skills, especially when coordinating with overseas partners
• Ability to manage multiple priorities in a fast-paced environment
  
  

Salary $50,000-$65,000