Sample Coordinator

Caliscc; West Chatsworth (CA); Hybrid; USD 38,000 - 50,000; Full time

Job summary

Caliscc is seeking a Sample Coordinator to process, coordinate, and track customer sample requests, partnering with Sales, Shipping, suppliers, Accounting, and customers to ensure timely fulfillment and accurate documentation.

The role requires strong communication, detail orientation, and the ability to manage multiple requests in a fast-paced environment, with a focus on inventory control and cross-functional support.

Qualifications

• High school diploma or equivalent; further education preferred.
• Experience in personal care, specialty chemical, customer service, or admin is highly preferred.
• Strong communication with multiple stakeholders.
• Detail-oriented with ability to track lots, dates, quantities, and inventory.
• Organizational skills to manage multiple requests in a fast-paced environment.
• Ability to work independently while collaborating across departments.
• Maintain accurate records and SAP-related file activities.
• Customer-focused with ownership of sample coordination and follow-through.
• Proficient in Microsoft Office and basic business systems; SAP is a plus.

Responsibilities

• Receive, process, and coordinate all customer sample requests.
• Prepare forms and maintain the sample log with accurate details.
• Coordinate with Shipping for packaging, labels, and documentation.
• Provide timely updates to customers and Sales on tracking and status.
• Maintain sample inventory and coordinate with suppliers.
• Assist Accounting with aging reports when payments arrive.
• Scan and file documentation for SAP and maintain records.

Skills

Communication skills

Attention to detail

Organizational skills

Self-starter

Customer focus

Collaboration

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.