Sample Coordinator

Short Story; San Francisco (CA); On-site; USD 52,000 - 64,000; Full time

Job summary

Short Story is a fast-growing, technology-powered retailer focused on petite women. We are seeking a detail-oriented Sample Coordinator to manage product samples across our merchandising organization and improve processes at scale.

The role is 100% onsite in our San Francisco area office and requires strong organization, cross-functional communication, and a passion for product flow and inventory control.

Qualifications

• Recent graduate in Fashion Merchandising or related program.
• Experience in retail, inventory, or operations roles is a plus.
• Strong recordkeeping and follow-through.
• Ability to prioritize multiple projects and meet deadlines.

Responsibilities

• Manage daily inbound/outbound mail and sample processing.
• Maintain accurate sample inventory and labeled storage.
• Track sample movement across teams and partners.
• Coordinate sample requests and ensure deadlines.
• Conduct periodic inventory audits and reconcile records.
• Identify inefficiencies and improve workflows.
• Document sample handling and inventory processes.
• Support projects and ensure samples ready for launches.

Skills

Attention to detail

Strong organization

Proactive communication

Spreadsheet proficiency

Education

Recent graduate in Fashion Merchandising or related program

Tools

Airtable

Google Sheets

Mac OS

Docs

Drive

Job description

Our Story

Short Story is an award winning, technology powered retailer dedicated to petite women 5'4\" and under. Our mission is to create a seamless shopping experience for millions of petite women so they can dress with effortless confidence.

Our Story

Short Story is an award winning, technology powered retailer dedicated to petite women 5'4\" and under. Our mission is to create a seamless shopping experience for millions of petite women so they can dress with effortless confidence.

As a fast-growing startup, we're revolutionizing retail with a data driven learning system that leverages customer feedback to create tailored products. We've been recognized by top publications like Forbes, Fortune and are backed by leading investors who share our vision of building the world's next great consumer brand.

We're building a company with intention and purpose. Our culture thrives on data insights, exceptional commitment to fit, and the urgency to move quickly on what matters.

• Transform Lives. We're customer-first. Everything we create exists to give her confidence.
• Demand Excellence. We deliver only our best work, in Fit and Finish. We obsess about details others overlook.
• Embrace Challenges. We see obstacles as opportunities to invent better solutions.
• Think Differently. We get a thrill from finding better solutions others haven't seen.

About the Role

We're looking for a highly organized, proactive, and detail-oriented Sample Coordinator to help manage the flow of product samples across our growing merchandising organization. This role is ideal for someone who loves product, thrives in a fast-paced environment, and enjoys creating order even in chaos.

As our sample volume grows, you'll play a critical role in ensuring products move efficiently through the business, maintaining an organized sample library, and continuously improving processes that help the team operate at scale.

This is a 100% onsite role.

What You'll Do

This role requires meticulous attention to detail, strong organization and prioritization, and proactive communication. You’ll manage a high volume of samples, ensuring every item is accounted for, easy to locate, and ready when needed

• Manage daily inbound and outbound mail and sample processing: receive, unpack, inspect, log, and organize incoming samples; prioritize, pack, label, log, and dispatch outgoing shipments.
• Maintain a highly accurate sample inventory and clearly labeled storage system, ensuring physical samples match tracking records.
• Track sample movement across teams and external partners, keeping location, ownership, and status up to date.
• Coordinate sample requests across internal and external partners, confirming requirements and deadlines, following through on handoffs and returns, and flagging competing priorities or delays early.
• Conduct regular inventory audits, investigate discrepancies, and reconcile records.
• Identify inefficiencies and proactively build and improve organizational systems and workflows to support our growing organization.
• Create and maintain clear documentation for sample handling and inventory processes.
• Support merchandising projects and product launches by ensuring required samples are organized and ready by agreed deadlines.
• Communicate daily through Slack and shared trackers, providing timely, accurate updates, responding to product questions, and following up on outstanding requests.
• Maintain a clean, safe, and organized workspace.

What We're Looking For

You might be a great fit if you:

• Recently graduated from a Fashion Merchandising, Fashion Business, Apparel, Retail Management, or related program and want to build a career in merchandising; or bring experience in retail, inventory, operations, or product support roles such as Stock Associate, Inventory Specialist, Operations Associate, Fulfillment Associate, Visual Merchandiser, Assistant Manager, or similar positions
• Are meticulous about details, recordkeeping, and follow-through, ensuring every sample is accounted for and tracking records stay accurate.
• Enjoy hands-on work organizing a high volume of physical products and creating systems that make them easy to find and manage.
• Work with a strong sense of urgency, prioritizing time-sensitive requests, communicating potential delays early, and meeting deadlines while maintaining accuracy and organization.
• Can effectively prioritize multiple projects and deadlines simultaneously
• Thrive in a fast-paced startup, adapting to evolving needs and taking initiative to build and improve processes while keeping daily operations organized and on track.
• Are comfortable using spreadsheets, maintaining shared trackers, and learning new software systems.
• Are proficient with Mac computers and Google Workspace, including Docs, Sheets, and Drive.
• Communicate clearly and proactively with cross-functional partners, both verbally and in writing.

Physical Requirements

This role involves regular movement and hands-on handling of product samples.

Candidates must be able to:

• Frequently lift and move boxes weighing up to 30 pounds
• Stand, bend, reach, and walk throughout the workday.
• Move products and packages between storage areas and workspaces

Bonus Points

• Have previous experience handling apparel, accessories, or other consumer products.
• Have experience managing sample inventories, stockrooms, or high-volume product storage.
• Familiar with merchandising, buying, planning, or product development workflows.
• Experienced with using Airtable

Growth Opportunity

This role offers a unique opportunity to gain exposure to merchandising, product development, inventory management, and cross-functional business operations. High performers will have opportunities to take on increasing responsibility and develop toward merchandising, buying, or product operations career paths.

What Success Looks Like

• Sample inventory is consistently accurate, with clear records of each item’s location, ownership, and status.
• Samples are organized, easy to locate, and ready when teams need them.
• Inbound and outbound shipments are processed accurately and on time, with delays or discrepancies communicated promptly.
• Consistent tracking, handoffs, and follow-up minimize lost or missing samples.
• Processes you build and improve reduce errors, save time, and support growing sample volume.
• You become a trusted operational partner across teams through proactive communication, reliable follow-through, and timely support.

Short Story is committed to providing equal employment opportunity and a work environment free of discrimination and harassment for all employees and applicants. We work diligently to ensure equal opportunity for all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, Veteran status, or other legally protected characteristics.