Sample Coordinator

AVARA; Dallas (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

AVARA is seeking an organized operations professional to own end-to-end sample coordination, from vendor communication to on-site showbacks. You will maintain real-time logs, enforce labeling protocols, and drive timely resolutions for missing or delayed samples across fittings, shoots, and launches.

In this role, you will manage content updates, ensure accurate sizing details, and provide timely status updates to multiple teams while coordinating returns and shipments with vendors in a

Qualifications

• 1-3 years of experience in operations, coordination, production, showroom support, or related fields.
• A proactive problem solver who anticipates needs and prevents issues before they arise.
• A self-starter with exceptional organization and follow-through.
• Highly detail-oriented, with the ability to oversee a substantial and ever-changing weekly assortment of samples.
• Strong communication skills, particularly when enforcing vendor standards.
• Proficiency in Google Sheets or Excel and Outlook (or similar email application).
• Ability to lift and move sample bins, garment bags, and boxes (up to ~25lbs).
• Comfortable working in a fast-paced environment with frequent new product launches.
• Ability to manage multiple priorities and deadlines while maintaining a high level of accuracy and organization.
• Strong sense of ownership and urgency, with the ability to work independently and follow through on open issues.

Responsibilities

• Own daily vendor communication and end-to-end tracking of all samples.
• Maintain accurate, real-time logs of sample status, location, usage, and deadlines.
• Label, tag, and document incoming samples in product lifecycle management system, WFX, upon arrival.
• Identify missing, delayed, or incorrect samples and take action to resolve issues quickly.
• Prepare samples for fittings, photo shoots, line reviews, and assortment showbacks.
• Review and update product content each Monday ahead of Tuesday launches, including proofreading and editing care instructions for launching styles and entering size-scale information on PDPs using TOP fitting notes to ensure accurate sizing details.
• Enforce Avara's sample protocol with all vendors, including labeling and style identification, documenting vendor compliance, follow-ups, and corrective actions.
• Oversee return shipping of samples, ensure items are packaged, documented when needed, and delivered back to vendors promptly.
• Pull, organize, and track all samples used for studio and on-location shoots.
• After photoshoots, gather samples that must be returned and coordinate shipment back to the vendor.
• Provide sample status updates to Buying, Creative, Production, and Leadership.
• Communicate delays, quality issues, or vendor protocol violations promptly.
• Serve as the go-to resource for sample location, readiness, and timing.
• Proactively flag potential timing or sample availability issues and recommend solutions to keep cross-functional teams on track.
• Maintain a scalable check-in/check-out tracking process for all samples.
• Identify operational gaps and propose improvements to support growing volume.

Skills

Operations coordination

Problem solving

Organization

Communication

Google Sheets

Excel

Outlook

Physical stamina

Multitasking

Ownership

Tools

Google Sheets

Excel

Outlook

Job description

• Own daily vendor communication and end-to-end tracking of all ATS (available-to-ship) and Avara Exclusive (AE) samples.
• Maintain accurate, real-time logs of sample status, location, usage, and deadlines.
• Ensure all incoming samples are properly labeled, tagged, and documentedin product lifecycle management system, WFX,upon arrival.
• Proactively identify missing, delayed, or incorrect samples andtake actionto resolved issues quickly.
• Prepare samples for fittings, photo shoots, line reviews, and assortmentshowbacks.

EcommerceProduct Content

• Review and update product content each Monday ahead of Tuesday launches, including proofreading and editing care instructions for launching styles and entering size-scale information on PDPs using TOP fitting notes to ensure accurate sizing details.
• Enforce Avara's sample protocol with all vendors, including:
  • oRequired labeling and style identification
  • oDocument vendor compliance, send follow-ups, and ensure corrective action is taken when protocol is not met.
  • oOversee all return shipping of samples, ensure items are packaged, documentedwhen needed, and delivered back to vendors in a timely and organized manner.

Photo Shoot & Creative Coordination

• Pull, organize, and track all samples used for studio and on-location shoots.
• After the photoshoot, gatheranysamples that must be returned and coordinate prompt shipment back to the vendor.

Communication & Reporting

• Provide sample status updates to Buying, Creative, Production, and Leadership.
• Communicate delays, quality issues, or vendor protocol violations promptly.
• Serve as the go-to resource for sample location, readiness, and timing.
• Proactively flag potential timing or sample availability issues and recommend solutions to keep cross-functional teams on track.

Process Management

• Maintain a scalable check-in/check-out tracking process for all samples.
• Identify operational gaps and propose improvements to support the group's growing volume.
• Support AE development cycles by tracking fit samples, pre-production samples, and finalized AE styles

Skills & Qualifications

• 1-3 years of experience in operations, coordination, production, showroom support, visual merchandising, or related fields.
• A proactive problem solver who anticipates needs and prevents issues before they arise.
• A self-starter with exceptional organization and follow-through.
• Highly detail-oriented, with the ability to oversee a substantial and ever-changing weekly assortment of samples.
• Strong communication skills, particularly when enforcing vendor standards.
• Proficiency in Google Sheets or Excel and Outlook (or similar email application).
• Ability to lift and move sample bins, garment bags, and boxes (up to ~25lbs).
• Comfortable working in a fast-paced environment with frequent new product launches.
• Ability to manage multiple priorities and deadlines while maintaining a high level of accuracy and organization.
• Strong sense of ownership and urgency, with the ability to work independently and follow through on open issues.