Administrative Coordinator

Job Description

Job Description

The  Sample Coordinator  will oversee the management, organization, and distribution of all footwear samples for their assigned division. You will ensure proper handling of samples, maintain updated showrooms, and collaborate closely with internal teams — from product managers to sales reps — to guarantee samples arrive on time for meetings, trade shows, and photo shoots.

Essential Responsibilities :

• Showroom Management :
• Organize showroom walls daily and audit weekly for accuracy.
• Maintain displays of key styles and ensure only accurate and current samples are showcased.
• Prepare and arrange new development samples for product meetings as directed by management.
• Regularly tidy showrooms before / after management and account meetings.
• Sample Inventory Coordination :
• Manage transfers of samples to and from the offsite shoe library, keeping logs of all transactions.
• Request samples from libraries as needed for meetings or other business functions.
• Sample Shipment Process :
• Plan, pack, and ship samples for domestic and international trade shows, conferences, and photo shoots, ensuring deadlines are met.
• Liaise with offices in Asia to track, communicate, and confirm sample arrival times.
• Collaborate with sample coordinators to strategize deadlines for packing and shipping.
• Incoming Samples :
• Sort and distribute development, fit, and confirmation samples from Asia to designated team members.
• Monitor the loading dock for shipments destined for the product team.
• Cross-Team Coordination :
• Coordinate rare or unique corporate samples for account meetings, including virtual presentations.
• Partner with the Digital Imaging team to ensure samples are prepared, labeled, and sent for photography.
• Tracking & Data Maintenance :
• Track and maintain a log for all styles within the division, including National Account (NA) and sales samples.
• Audit line sheets for accurate product information and images.
• Print reports for merchandisers, VPs, and track development progress where needed.
• Education and Experience :
• High school diploma or equivalent required; associate’s or bachelor’s degree in a related field such as business, logistics, or fashion merchandising is preferred.
• Prior experience in sample management, inventory coordination, or a similar role is highly desirable.
• Skills :
• Strong organizational skills with the ability to prioritize and manage multiple tasks efficiently.
• Detail-oriented with a proactive approach to problem-solving.
• Excellent verbal and written communication skills for liaising with team members and international offices.
• Proficient in Microsoft Office Suite applications (Excel, Word, Outlook, etc.) and familiarity with inventory tracking or shipping software.