Sample Coordinator [AQ-18273]

Aquent; San Francisco (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Aquent is seeking an organized Sample Coordinator to support a fast-paced photo studio and product operations team. This entry-level role handles receiving, tracking, organizing, and preparing product samples through the studio process.

You will work with photographers, stylists, and digital artists in a non-creative operations capacity, ensuring samples are available when needed and records stay accurate.

Qualifications

• Exceptional organizational skills and attention to detail are essential.
• Ability to track a high volume of physical samples accurately.
• Self-starter with minimal day-to-day supervision after training.

Responsibilities

• Receive and process incoming product samples from vendors.
• Unbox, log, tag, and organize high volumes of product for studio use.
• Hang and arrange samples for upcoming photo sets and shoots.
• Maintain accurate sample records and documentation.
• Prioritize samples based on production timelines and needs.
• Monitor arrivals and identify missing or delayed items.
• Keep the sample area organized, clean, and efficient.
• Communicate status and priorities with merchandising and studio partners.
• Support cross-functional teams and assist with studio operations projects.

Skills

Organizational skills

High-volume tracking

Self-starter

Communication

Attention to detail

Education

High school diploma

Tools

Microsoft Office

Excel

Airtable

Creative Force

Job description

We are seeking a highly organized and detail-oriented Sample Coordinator to support a fast-paced photo studio and product operations team. This is an entry-level, hands‑on role responsible for receiving, tracking, organizing, and preparing product samples as they move through the studio production process.

This is an excellent opportunity for someone who enjoys organization, logistics, and working in a team environment.

While you’ll work alongside photographers, stylists, digital artists, and other creative professionals, this is an operations and logistics position rather than a creative role.

What You’ll Do

• Receive and process incoming product samples from vendors.
• Unbox, sort, log, tag, track, and organize high volumes of product.
• Hang and organize samples on racks so they are ready for studio teams and upcoming photo sets.
• Maintain accurate sample records and ensure product information is properly documented.
• Prioritize incoming samples based on production timelines and business needs.
• Monitor sample arrivals and identify missing or delayed product.
• Maintain an organized, clean, and efficient sample area.
• Communicate sample status and priorities with merchandising and studio partners.
• Support photographers, stylists, digital artists, and other cross‑functional teams by ensuring samples are available when needed.
• Assist with additional sample management and studio operations projects as needed.

What We’re Looking For

• Exceptional organizational skills and strong attention to detail.
• Ability to accurately track and manage a high volume of physical products.
• Strong sense of urgency and ability to work against tight deadlines.
• Self‑starter who can work independently after training with minimal day‑to‑day supervision.
• Strong written and verbal communication skills.
• Comfortable performing a combination of administrative and physical, hands‑on work.
• Able to move, organize, and handle boxes and apparel samples throughout the workday.
• Comfortable working in a fast‑paced environment where multiple teams depend on accurate and timely sample management.
• High school diploma or equivalent required.

Nice to Have

• Previous sample coordination, inventory, stockroom, product, studio operations, retail operations, or logistics experience.
• Data entry or detailed record‑keeping experience.
• Experience working with Microsoft Office, including Excel.
• Familiarity with Airtable or similar tracking/database systems.
• Experience with Creative Force is a plus but not required; training will be provided.
• Previous fashion, apparel, retail, or photo studio experience is helpful but not required.
• College‑level education is preferred but not required.

Work Environment

This position is based within a professional photo studio environment and works closely with teams responsible for moving products through photography and digital production.

This is not a traditional desk‑based position. A significant portion of the day involves receiving, sorting, tagging, hanging, organizing, and physically moving product and boxes. Candidates should be comfortable being active throughout the workday.

Schedule: 5 days per week onsite

Location: San Francisco, CA

Work Arrangement: Fully onsite; no remote option

What Will Make You Successful

You’ll thrive in this position if you’re the person who naturally keeps things organized, catches small details others might miss, moves quickly when priorities change, and takes ownership without needing constant direction. Accurate sample tracking is critical—the work you do helps keep studio production moving and ensures products are photographed and delivered on schedule.

About Aquent Talent

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands. Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal‑opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

Client Description

Global retail company specializing in apparel and accessories. The company focuses on casual, stylish, and affordable fashion, catering to a broad customer base. With an emphasis on sustainability, inclusivity, and digital transformation, our client continues to evolve its business to meet changing consumer needs.