Sample Coordinator (San Francisco, CA)

The Mom Project; San Francisco (CA); On-site; USD 50,000 - 75,000; Part time

Job summary

The Mom Project is seeking a Creative/Marketing - Sample Coordinator for a contract role based onsite in San Francisco. The position supports editorial sample requests, inventory management, and cross‑functional collaboration with editors and vendors.

You will manage both short lead and long lead sample workflows, ensuring timely communication and accurate tracking. Ideal candidates have strong organizational and administrative skills, with experience coordinating marketing samples and

Qualifications

• Experience coordinating sample requests and supporting marketing/editorial workflows.
• Strong organizational skills with ability to manage multiple requests and deadlines.
• Excellent written and verbal communication for cross-functional collaboration.

Responsibilities

• Coordinate editorial requests for samples, track status, and update requesters.
• Manage long-lead sample orders and communications with vendors and internal teams.
• Maintain inventory records and organize sample closets and returns.
• Provide administrative support including seeding lists and shipping issue troubleshooting.
• Handle photo requests via internal platforms and support team meetings.

Skills

Organizational skills

Effective communication

Administrative coordination

Time management

Job description

Our customer is an American world wise clothing and accessories retailer, founded in 1969. Over the last 50 years, the company has grown from a single store to a global fashion business with seven brands. Their clothes are available in 90 countries worldwide through over 3,100 company-operated stores, almost 400 franchise stores, and e-commerce sites and is still growing.

We are seeking a Creative/Marketing - Sample Coordinator on a contract basis to support their business needs. This role is 100% onsite.

Responsibilities

Editorial Requests - Short Lead

• Complete all incoming, timely sample requests through Client Division warehouse order process.
• Follow the process from receiving the request, to securing samples from the warehouse and keeping the requester updated with tracking information and what was available.
• Align with manager to figure out priority when there are multiple incoming sample requests.
• Facilitate store pulls if necessary to deliver products with more urgent deadlines.
• Work cross-functionally for sample borrowing when necessary.

Long Lead

• Order all necessary long lead / seeding samples through Client Division internal product sample system according to the deadlines on the Client Division sample calendar.
• Send regular email updates on the status of all pending sample orders.
• Assist with the planning and execution of packaging.
• Executing the send-out process from pulling product, packaging, sending out and list management.
• Unsure all products are checked in and organized in the closet.
• Manage any communication and troubleshooting with vendors regarding long lead samples.

Inventory Management

• Ensure all inventory grids are updated for all seeding.
• Ensure closet is kept organized and product is accounted for daily, including outgoing samples and incoming returns.

Administrative Support

• Responsible for timely and professional communication with internal and external contacts (including editors).
• Assist in creating seeding lists including VIPs, influencers, media, etc. for seeding opportunities.
• Facilitate any communication with the mailroom to troubleshoot shipping issues.
• Facilitate all messenger activity with the Client Division service.

Photo Requests

• Complete all incoming photo requests promptly using Client Division’s internal photo sharing platform.

Meeting Requirements

• Attend team meetings, seeding meetings and seasonal product kick-offs

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.