Sample & Inventory Coordinator

Baseball-Lifestyle-101; Maywood (NY); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Flexible spending account

Health insurance

Paid time off

Vision insurance

Job summary

Baseball Lifestyle 101 is seeking a Sample Coordinator to manage incoming product samples, maintain inventory records, and coordinate sample movements across departments in Farmingdale, NY. This role supports shoots with timely sample provisioning and ensures proper documentation and communication to avoid delays.

You will work with Content Production and other teams to streamline sample handling, track POs, and keep the sample room organized.

Qualifications

• High School diploma or equivalent.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Excel, Google Sheets, and/or inventory management system.
• Some experience with inventory and receiving (Preferred).
• Ability to lift 25 lbs.

Responsibilities

• Receive, unpack, inspect, and process incoming product samples to ensure accuracy and quality.
• Maintain accurate and up-to-date sample and inventory records, including product details within the tracking system.
• Maintain an organized, clearly labeled, and accurately accounted-for sample room, ensuring inventory is easily accessible while maintaining strong inventory integrity and accurate counts.
• Coordinate the movement of samples and inventory across departments and locations, including Content and Marketing teams. Ensure all transfers, returns, and inventory consumption are properly documented.
• Maintain accurate and up-to-date tracking of product samples, purchase orders (POs), delivery timelines, and scheduling.
• Manage the sample request process by coordinating requests from internal teams, locating and preparing requested products, and ensuring samples are delivered to the appropriate team or location within the required timeframe.
• Pull, organize, pack, and prepare inventory boxes and sample shipments based on project and team requirements. Ensure all items are accurately accounted for and properly prepared for delivery or pickup.
• Work closely with the Director of Content Production on photoshoot sample needs, including coordinating samples for specific shoot dates and locations.
• Communicate effectively with internal teams regarding missing, delayed, incorrect, or unavailable samples and proactively follow up to resolve issues and minimize impact to project timelines.
• Establish and maintain a clear process for samples once they are no longer needed for their original purpose. Evaluate opportunities to reallocate, repurpose, return, transfer, or otherwise disposition samples in coordination with the appropriate teams.
• Support periodic sample and inventory audits by conducting physical counts, reconciling discrepancies, and ensuring system records accurately reflect inventory on hand and current sample locations.
• Perform other duties and responsibilities as assigned.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Education

High School diploma

Tools

Microsoft Excel

Google Sheets

Inventory management system

Job description

Baseball Lifestyle 101 is seeking a Sample Coordinator to manage incoming product samples, maintain inventory records, and coordinate sample movements across departments in Farmingdale, NY. This role supports shoots with timely sample provisioning and ensures proper documentation and communication to avoid delays.

You will work with Content Production and other teams to streamline sample handling, track POs, and keep the sample room organized.