Sample Coordinator

Caliscc; California; Hybrid; USD 42,000 - 56,000; Full time

Job summary

Caliscc is seeking a Sample Coordinator to process and manage customer sample requests, coordinating with Sales, Shipping, suppliers, and Accounting to ensure timely fulfillment and accurate records.

You will maintain logs, track shipments, and support SAP-related file activities while providing clear updates to stakeholders in a fast-paced environment.

The role emphasizes attention to detail, independence, and collaboration across departments to maintain inventory and service levels.

Qualifications

• High school diploma or equivalent required; additional coursework preferred.
• Experience in personal care, specialty chemical, customer service, sample coordination, logistics, or administrative support is highly preferred.
• Strong communication with the ability to provide timely updates to customers and internal teams.
• Excellent attention to detail and ability to track shipment and inventory data.

Responsibilities

• Receive, process, and coordinate all customer sample requests.
• Prepare sales sample request forms and maintain the sample log with accurate request, shipment, and tracking details.
• Partner with Shipping to ensure samples are properly packaged and documented.
• Communicate timely updates to customers and Sales regarding tracking numbers and status.
• Coordinate with suppliers to reorder sample stock and maintain inventory levels.
• Track lot numbers, shipment dates, customer names, and quantities shipped.
• Assist Accounting with aging report updates when customer payments are remitted.
• Gather and maintain updated resale certificates and related customer documentation.
• Scan and file customer documentation for SAP and maintain organized customer records.
• Provide administrative support for purchasing office supplies and warehouse supplies.
• Support Sales and Office Management by contributing to customer communication, sample readiness, and overall office coordination.
• Maintain strong product knowledge to support accurate sample coordination and effective communication with internal and external stakeholders.

Skills

Communication skills

Attention to detail

Organizational skills

Independent / self-starter

Customer service mindset

Education

High school diploma or equivalent

Tools

Microsoft Office

SAP

Job description

The Sample Coordinator processes, coordinates, and tracks customer sample requests while partnering with Sales, Shipping, suppliers, Accounting, and customers to ensure accurate fulfillment, timely communication, inventory availability, and proper documentation.

Essential Functions

• Receive, process, and coordinate all customer sample requests.
• Prepare sales sample request forms and maintain the sample log with accurate request, shipment, and tracking details.
• Partner with Shipping to ensure samples are properly packaged and include the appropriate labels, stickers, and required documentation.
• Communicate timely updates to customers and the Sales team regarding tracking numbers, requested sample materials, and material status.
• Coordinate with suppliers to reorder sample stock and maintain appropriate inventory levels.
• Track lot numbers, shipment dates, customer names, and quantities shipped to support traceability, quality control, and accurate customer records.
• Maintain consistent sample inventory and proactively communicate supply concerns or replenishment needs.
• Assist Accounting with aging report updates when customer payments are remitted.
• Gather and maintain updated resale certificates and related customer documentation.
• Scan and file customer documentation for SAP and maintain organized customer records.
• Provide administrative support for purchasing office supplies and warehouse supplies.
• Support Sales and Office Management by contributing to customer communication, sample readiness, and overall office coordination.
• Maintain strong product knowledge to support accurate sample coordination and effective communication with internal and external stakeholders.
• Perform other duties as assigned.

Role Requirements

• High school diploma or equivalent required; additional education or related coursework preferred.
• Experience in personal care, specialty chemical, customer service, sample coordination, logistics, or administrative support field is highly preferred.
• Strong communication skills with the ability to provide clear, timely updates to customers, Sales, Shipping, suppliers, Accounting, and internal stakeholders.
• High attention to detail with the ability to accurately track lot numbers, shipment dates, quantities, customer details, and sample inventory.
• Strong organizational skills with the ability to manage multiple requests, priorities, and follow-ups in a fast-paced environment.
• Ability to work independently as a self-starter while maintaining strong collaboration across departments.
• Ability to maintain accurate records, scan and file documentation, and support SAP-related customer file activities.
• Customer-focused mindset with a strong sense of ownership for sample coordination, communication, and service follow-through.
• Working knowledge of Microsoft Office and basic business systems preferred; SAP experience is a plus.
• Ability to support cross-functional administrative needs, including Accounting, Purchasing, warehouse supplies, and office management activities.

Environmental Restrictions

• Ability to perform essential job duties in both indoor and outdoor environments, including offices, facilities, and external job sites.
• Regular exposure to varying weather conditions, noise, dust, moving equipment, and uneven terrain.
• Physical requirements may include sitting, standing, walking, lifting, carrying, bending, reaching, and operating tools or equipment as necessary to perform job responsibilities.
• Regular attendance and adherence to company safety policies are required.
• In accordance with the Americans with Disabilities Act and applicable state laws, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.