Sample Operations Coordinator

Williams-Sonoma, Inc.; New York (NY); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Employee discount on all brands

401(k) plan and investments

Paid time off and holidays

Health, dental, and vision insurance

Job summary

Williams-Sonoma, Inc. is seeking a detail-oriented Sample Operations Coordinator in New York to own the day-to-day sample receiving, tracking, organization, and reporting across product categories.

You will partner with Product Development, Design, Merchandising, and Facilities to ensure timely samples for milestones, reviews, and photoshoots, while enhancing data visibility and process efficiency.

Qualifications

• 2-4 years of experience in Product Development, Operations, Merchandising, Production, Sample Management, or a related field; home goods or retail experience preferred.
• Strong organizational skills and exceptional attention to detail.
• Proficiency in Microsoft Outlook and Office, especially Excel.
• Experience with Airtable or similar tracking/project management tools preferred.
• PLM experience preferred, but not required.
• BA/BS degree preferred or equivalent professional experience.

Responsibilities

• Own and maintain the sample tracking process across assigned categories, ensuring accurate visibility to sample status from shipment through receipt, staging, and final placement.
• Manage the timely receipt, unboxing, identification, and logging of sample shipments; maintain accurate records in tracking systems.
• Create and maintain sample reporting standards to provide visibility to shipment status and issues.
• Partner with Design and Product Development to keep sample workrooms organized and searchable.
• Coordinate sample setup for product reviews and photoshoots, ensuring priority samples are ready for review.
• Monitor third- party shipping issues, lost shipments, and discrepancies.
• Identify opportunities to improve sample flow, organization, reporting, and communication.

Skills

Organizational skills

Attention to detail

Excel proficiency

Airtable experience

PLM experience

Education

BA/BS degree

Tools

Airtable

PLM

Job description

Business Impact

The Product Development team drives the execution of the product development process, ensuring West Elm products are delivered on time and meet our standards for design, quality, value, and customer relevance.

Job Description

The Product Development team drives the execution of the product development process, ensuring West Elm products are delivered on time and meet our standards for design, quality, value, and customer relevance.

The Sample Operations Coordinator plays a critical role in that process by creating visibility, accuracy, and accountability across the sample lifecycle. This role ensures design and product development teams have the right samples, in the right place, at the right time to support key milestones, reviews, photography, and decision-making.

Position Summary

The Sample Operations Coordinator owns the daily execution of sample receiving, tracking, organization, and reporting across product categories. This role manages the flow of design samples from shipment through receipt, staging, workroom organization, milestone support, and archive rooms.

This is a highly cross-functional role that partners closely with Product Development, Design, Merchandising and Facilities teams to maintain accurate sample data, improve sample visibility, and support an organized, efficient product development process.

Candidate Description

The ideal candidate is organized, proactive, detail-oriented, and energized by making complex workflows run smoothly. They take pride in creating order, building reliable processes, and helping cross-functional teams work more efficiently.

This person brings a service mindset, strong follow-through, and a sense of ownership to every task. They are comfortable working independently, shifting priorities in a fast-paced environment, and using data to track progress, identify issues, and communicate status clearly.

A successful Sample Operations Coordinator is not only accurate and dependable, but also curious about how the process can improve. They are confident working across teams, asking the right questions, and helping create a sample management function that is scalable, visible, and trusted.

Essential Functions

• Sample Process Ownership Own and maintain the sample tracking process across assigned categories, ensuring accurate visibility to sample status from shipment through receipt, staging, and final placement. Partner with Product Development, Design, Facilities, and category teams to align on ship-to codes, sample shipping details, labeling, receiving expectations, and milestone needs.
• Sample Receiving & Data Accuracy Manage the timely receipt, unboxing, identification, and logging of sample shipments. Maintain accurate sample records in tracking systems, including PLM and Airtable.
• Reporting & Communication Create and maintain sample reporting standards to provide visibility to shipment status, outstanding issues, and priority needs.
• Sample Room & Workroom Organization Partner with Design and Product Development teams to maintain organized and functional sample workrooms. Support process improvements that make samples easier to locate, review, and manage.
• Milestone, Mock Store & Photoshoot Support Coordinate sample set-up for product reviews and photoshoots. Partner with teams to ensure priority samples are available, staged, and ready for review.
• Shipment Issue Resolution Monitor third-party shipping issues, lost shipments, delayed deliveries, and sample discrepancies.
• Process Improvement & Ownership Identify opportunities to improve sample flow, organization, reporting, and communication. Bring forward ideas that increase efficiency, reduce sample loss, improve visibility, and strengthen Sample Operations as a reliable operational function.

Qualifications

• 2-4 years of experience in Product Development, Operations, Merchandising, Production, Sample Management, or a related field; home goods or retail experience preferred.
• Strong organizational skills and exceptional attention to detail.
• Proficiency in Microsoft Outlook and Office, especially Excel.
• Experience with Airtable or similar tracking/project management tools preferred.
• PLM experience preferred, but not required.
• BA/BS degree preferred or equivalent professional experience.

Our Culture & Values

We believe that taking care of our people is vital to our success, and we strive to offer equitable and transparent practices for all. We prioritize connection, growth, and wellbeing.

People First

Putting People First means investing in overall well-being and opportunities to grow and advance within the organization. Depending on the position and location, here are a few highlights of what benefits may be available:

Benefits

• A generous discount on all WSI brands
• A 401(k) plan and other investment opportunities
• Paid vacations, holidays, and time off to volunteer
• Health benefits, dental and vision insurance, including same-sex domestic partner benefits
• Tax-free commuter benefits
• A wellness program that supports your physical, financial and emotional health

Continued Learning

• In-person and online learning opportunities through WSI University
• Cross-brand and cross-function career opportunities
• Resources for self-development
• Advisor (Mentor) program
• Career development workshops, learning programs, and speaker series

WSI will not now or in the future commence an immigration case or "sponsor" an individual for this position (for example, H-1B or other employment-based immigration).

This role is not eligible for relocation assistance.

Williams-Sonoma, Inc. is an Equal Opportunity Employer. Williams-Sonoma, Inc. will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance, or other applicable state or local laws and ordinances.

The expected starting pay range for this position is $24-$27/hr. Applicable pay ranges may differ across markets. Actual pay will be determined based on experience and other job-related factors permitted by law. In addition to competitive pay, compensation may include a variety of other components like benefits, paid time off, merit, and bonus opportunities.

About Us

Our Company

Founded in 1956, Williams-Sonoma, Inc. is the premier specialty retailer of high-quality products for the kitchen and home in the United States. Our family of brands are Williams Sonoma, Williams Sonoma Home, Pottery Barn, Pottery Barn Kids, Pottery Barn Teen, Rejuvenation, West Elm, Mark & Graham, Outward, and GreenRow. These brands are among the best known and most respected in the industry. We offer beautifully-designed, stylish and functional products for every area of the home, including the kitchen, living room, bedroom, home office, closet, laundry room and even outdoor spaces. We've seen some big changes since our first brick-and-mortar store opened more than half of a century ago. What hasn't changed is our passion for high-quality products, functional design, outstanding customer service, and enhancing the lives of our customers and the communities where we operate. Today, we're a multi-brand, multi-channel, global enterprise supported by state-of-the-art technology and some of the most talented teams in retailing - and we're always looking for new energy and ideas.