Merchandise Sample Administrator

SanMar- External; Seattle (WA); Hybrid; USD 80,000 - 95,000; Full time

Benefits offered by this job

Medical benefits

401k

Life insurance

Disability coverage

Parental leave

Pet insurance

Job summary

SanMar seeks a Merchandise Sample Administrator to own and improve the sample flow for photo shoots, manage the sample library in Creativeforce, and act as the go-to product expert for merch and samples. You will coordinate with the Marketing Team and cross-functional partners to ensure timely delivery and accurate documentation for shoots.

The role requires 4–6 years in an admin/merch coordination capacity, strong organizational and communication skills, and a proactive, flexible approach to

Qualifications

• 4–6 years of experience in an administrative or merchandise coordination role or equivalent education.
• Strong work ethic and leadership qualities.
• Clear and diplomatic communication with internal teams and external partners.
• Efficient time management and ability to meet deadlines.
• Excellent organizational skills and attention to detail, ability to multi-task.

Responsibilities

• Maintain the merchandise sample library infrastructure and data within Creativeforce.
• Act as primary point of contact for merch/sample status and coordinate weekly reports.
• Provide backup options for shoots when preferred items aren’t available.
• Determine logistics for shoot samples and ensure timely delivery with documentation.
• Collaborate with the Producer to create the production schedule each week.
• Organize styling pieces, products, and props stored on-site.
• Track unique samples and ensure teams have them during production steps.
• Input new products and orders into the tracking system and manage tagging/packing.

Skills

Administrative coordination

Merchandise coordination

Leadership

Communication

Time management

Organizational skills

Adaptability

Tools

Creativeforce

Job description

At SanMar, the work you do makes a difference.

What's the Short Version?

The Merchandise Sample Administrator owns, drives, and improves the sample flow process through the Marketing Team, especially the Photo Studio. They maintain the sample tracking system and are primary point of contact for all things merch/sample-related pertaining to photo and video shoots. The role oversees the coordination and tracking of the products and styling pieces for photo/video needs and collaborates heavily with cross-functional teams to ensure items get where they need to be, when they need to be there.

What Will You Be Doing?

• Maintain the merchandise sample library infrastructure and data within Creativeforce.
• Act as primary point of contact for merch and sample status, notifying and solving product scheduling challenges, and administering weekly reports to ensure cross-functional parties are updated on statuses of merch received/outstanding/issues, etc.
• Act as the “go-to” product expert, providing backup options when initial choices are unavailable for shoots with the ability to problem-solve and offer solutions.
• Determine logistical assignments on a shoot-by-shoot basis for getting samples, ensuring merchandise is delivered promptly and accurately with appropriate supporting documentation.
• Work closely with the Producer to create the production schedule for each week, based on priorities, sample due dates, required turnarounds for the client, available merchandise and allocation by brand.
• Responsible for the organization of styling pieces, products, and props stored onsite in SanMar facilities, both initially and when items return from shoots.
• Track unique, one-of-a-kind samples and ensure the appropriate teams have it in-hand throughout each step of the production process.
• Oversee the input of new products, styling pieces, and orders into the tracking system, and tagging packing, and shipping out orders; maintain an up-to-date list of what has/has not been received for launches and projects.
• Facilitate storage of samples after shoots until they are either returned or donated; all stored samples must be organized with detailed records in case any items require reshoots.
• Create and maintain documentation for standard operating procedures for sample management.
• Determine tagging locations for items to ensure tags are attached for long-term and efficient scanning, ensuring that product information is correct and that products are properly tagged and are in acceptable shoot condition.
• Control movement of product between Eastpointe, Preston, and Seattle Photo Studio locations when needed and preside over the movement of physical product through the studio.
• Develop process for and vets colorway/sample selections for expanded size categories, partnering with merch partners, creative team, project management and studio ops to ensure timing and need aligns with arrival and availability.
• Manage the maintenance of products, styling pieces and props, and ensuring the appropriate parties are notified when assets need laundered communicating any issues to stakeholders and the Manager, Studio Ops.
• Occasional weekend work/on-call’s necessary during weekend shoots.
• Perform other duties as assigned.
• Comply with all policies and standards.

What Are We Looking For?

• 4-6 years of experience in an administrative or merchandise coordination role or equivalent education
• Strong work ethic, and leadership qualities
• Can-do attitude
• Ability to communicate clearly and diplomatically with internal teams and external partners
• Ability to manage time efficiently and effectively, make timely and quick decisions in order to meet project deadlines, prioritize workload
• Excellent organizational skills and attention to detail and ability to multi-task
• Ability to both take direction and work independently with minimal direction; successful follow-through
• Desire and ability to learn quickly and adapt to change

What's Our Offer?

Salary Range: You`ll earn between $80,170 - $95,000 annually, depending on experience.

Bonus: You`ll be eligible for an annual discretionary bonus up to 10% of base salary.

Paid Time Off: You`ll accrue paid time off on a bi-weekly basis based on hours worked up to 112 hours per year to start. Employees also receive 8 paid holidays and 1 paid family day off.

Additional Benefits:

• Comprehensive medical, dental, and vision benefits
• 401k plan and matches $1 for $1 up to 4% of earnings, matched & vested at every pay cycle
• Life insurance
• Short/long-term disability coverage
• Paid maternity/paternity leave
• Pet insurance

What Should You Expect?

Hybrid: SanMar's Eastpointe office is located in Issaquah, WA in the Seattle metropolitan area. Employees are required to work in our offices Tuesday through Thursday each week and additional days may be added based on business needs. Our standard working hours are 8:00-5:00 PST. Periodic travel may be required. The employee is regularly required to sit for extended periods while working on a computer and participating in virtual and in-person meetings. Frequent use of hands for keyboarding and standard office equipment is required. Occasional standing, walking, and reaching may be needed to attend meetings or collaborate in an office setting. The role requires the ability to perform close visual work on a computer for extended periods. The employee may occasionally lift and/or move up to 10–15 pounds. Reasonable accommodations may be available to enable individuals with disabilities to perform essential job functions.

Why Work at SanMar?

Our people are at the heart of everything we do. They bring their talent, passion and dedication to work with them every day. Their hard work inspires us and gives us purpose. We love working here together.

Whether you work in our headquarters, from your home or in one of our distribution centers across North America, we believe that investing in you is just the right thing to do. Our comprehensive benefits package is designed to support your health and well-being, life balance, career growth and (eventually) retirement.

SanMar works with brands you already know, like Nike, The North Face and Brooks Brothers, as well as providing industry-leading private label apparel and accessories. Our people come to work excited to do their part, providing clothing that helps people feel that they’re a part of something special.

Here’s your chance to be a part of this story. If you’re ready to work in a place where your participation matters and your growth is a priority, we’re ready for you.

SanMar is an Equal Opportunity Employer

Whoever you are, wherever you’re from, whoever you love or follow in faith, whatever your disability or superpower status, whichever ethnicity or gender you identify with, you are welcome at SanMar.

SanMar participates in E-Verify.