Sample Coordinator

Billy Reid; Florence (AL); On-site; USD 38,000 - 52,000; Full time

Job summary

Billy Reid is seeking an organized Sample Coordinator to manage protos and samples for market events. You will coordinate presentation rooms, CADs, sketches and swatches, and ensure timely distribution to merchandising and wholesale teams.

Responsibilities include maintaining detailed sample tracking, planning shipments for photo shoots, and supporting post-market activities. The role requires strong Office and design software skills and the ability to work under deadlines in a fast-paced

Qualifications

• High proficiency of Microsoft Office, particularly Excel and PowerPoint.
• High proficiency of Google Workspace, particularly Google Drive, Sheets, Docs and Slides
• Familiarity with Adobe Illustrator, InDesign and Photoshop
• Excellent verbal, written communication and presentation skills
• Highly organized and detail-oriented
• Ability to work under deadlines, manage multiple priorities, work independently, take initiative, and pay close attention to detail
• Knowledge (or ability to learn) of data systems including: RLM, Shopify, 42 and NuOrder

Responsibilities

• Receive, check in, and organize Protos/Samples for milestone meetings and wholesale market.
• Manage multiple sample lines and set up presentation room with CADs, sketches and swatches.
• Distribute samples post meetings to merchandising and wholesale.
• Maintain detailed sample tracking files shared with marketing and wholesale.
• Ship samples to wholesale during market and notify late arrivals.
• Maintain a sample log tracking shipped and received samples.
• Prepare samples for style outs and plan sample shipments for shoots.
• Create shot lists for marketing and provide production comments for samples.
• Prepare samples for marketing shoots and verify correct samples are shot.
• Keep SMS samples tracked and coordinate with production for approvals.
• Organize sample closets by season and delivery; ensure return of samples.
• Archive or return old season samples; keep work area neat.
• Assist with other projects and adhere to Product Development Calendar.

Skills

Microsoft Office

Google Workspace

Adobe Illustrator

InDesign

Photoshop

Communication

Organization

Time management

Data systems

Shopify

NuOrder

42

Tools

Excel

PowerPoint

Google Drive

Sheets

Docs

Slides

RLM

Shopify

NuOrder

Job description

Meeting and Market Prep

• Receive, check in, and organize all Protos/Samples from Production leading up to major milestone meetings and wholesale market
• Manage multiple sample lines
• Set up presentation room w/ samples by delivery and supplemented w/ CADs (merch team to assist w/ CADs), sketches and swatches for any missing samples/colors
• Manage distribution of samples post meetings w/ hand offs to merchandising and wholesale
• Maintain detailed sample tracking files for all samples that are shared with other teams (marketing for photography, wholesale for market appointments)

WS Market Support

• Ship samples out to wholesale team during market and throughout the selling season
• Communicate all late arrival samples with the wholesale team, and ship what is requested
• Maintain a sample log tracking which samples have been shipped and receivedli>

Post-Market

• Responsible for all sample tracking
• Work with merchandising and production on Photo sample requests each season after the buy is confirmed
• Maintain a photo sample request file that details by season how many photo samples are requested and an estimated cost
• Communicate directly with Sourcing Agents/Vendors regarding Photo Sample requests and timing
• Inform all cross functional teams (merch, PD, marketing) of Photo Sample Status

Image/Product Shoots

• Prepare samples for style outs, including organizing racks and identifying any missing samples
• Work with the Marketing team to plan sample shipments for various photo shoots (flats, on model, lifestyle, bespoke, staff style, etc.)
• Confirm samples requested are available for shoots
• Create shot list for marketing and give them all production comments from RLM for each sample
• Prepare samples for marketing photoshoots and check all samples back in after each shoot
• Verify correct samples are being shot (model changes, trim changes, etc.) with guidance of the PD team.
• Keep up with which SMS samples were shot and send those flats to production and tech to get them approved before going online (cross functional with ecommerce, merch and production)

Manage Sample Closets

• Ensure sample closet is organized and secure
• Samples will be organized by season, delivery and classification
• Pull samples as needed for Design, Production, Tech Design, Marketing and Merchandising, ensuring samples are properly returned
• Prepare old seasons samples to be archived or returned to the warehouse
• Maintain a neat and organized work area

Other Responsibilities

? Assist with other projects as assigned

? Understanding of and adherence to Product Development Calendar

Requirements

Physical Requirements:

• This position requires the ability to perform essential job functions that include lifting and moving items weighing up to 50 pounds. The role also requires the ability to climb stairs and safely transport product between floors, as shipments are received on a different level than the primary work area.
• Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Team members are encouraged to use appropriate safety practices and request assistance when handling heavy or bulky items.

Key Qualifications:

• High proficiency of Microsoft Office, particularly Excel and PowerPoint
• High proficiency of Google Workspace, particularly Google Drive, Sheets, Docs and Slides
• Familiarity with Adobe Illustrator, InDesign and Photoshop
• Excellent verbal, written communication and presentation skills
• Highly organized and detail-oriented
• Ability to work under deadlines, manage multiple priorities, work independently, take initiative, and pay close attention to detail
• Knowledge (or ability to learn) of data systems including: RLM, Shopify, 42 and NuOrder