Sample Coordinator

About the Role

Short Story is seeking a highly organized, proactive, and detail-oriented Sample Coordinator to manage the flow of product samples within the merchandising organization. This role is ideal for someone who loves product, thrives in a fast-paced environment, and enjoys creating order. You will play a critical role in ensuring products move efficiently, maintaining an organized sample library, and improving processes for scalability. This is a 100% onsite role.

Key Responsibilities

• Manage daily inbound and outbound mail and sample processing: receive, unpack, inspect, log, and organize incoming samples; prioritize, pack, label, log, and dispatch outgoing shipments.
• Maintain a highly accurate sample inventory and clearly labeled storage system, ensuring physical samples match tracking records.
• Track sample movement across teams and external partners, keeping location, ownership, and status up to date.
• Coordinate sample requests across internal and external partners, confirming requirements and deadlines, following through on handoffs and returns, and flagging competing priorities or delays early.
• Conduct regular inventory audits, investigate discrepancies, and reconcile records.
• Identify inefficiencies and proactively build and improve organizational systems and workflows.
• Create and maintain clear documentation for sample handling and inventory processes.
• Support merchandising projects and product launches by ensuring required samples are organized and ready by agreed deadlines.
• Communicate daily through Slack and shared trackers, providing timely, accurate updates, responding to product questions, and following up on outstanding requests.
• Maintain a clean, safe, and organized workspace.

Requirements & Tech Stack

• Meticulous attention to detail, strong organization and prioritization, and proactive communication.
• Ability to work with a strong sense of urgency, prioritizing time-sensitive requests, communicating potential delays early, and meeting deadlines while maintaining accuracy and organization.
• Ability to effectively prioritize multiple projects and deadlines simultaneously.
• Ability to thrive in a fast-paced startup, adapting to evolving needs and taking initiative to build and improve processes while keeping daily operations organized and on track.
• Comfortable using spreadsheets, maintaining shared trackers, and learning new software systems.
• Proficient with Mac computers and Google Workspace, including Docs, Sheets, and Drive.
• Ability to communicate clearly and proactively with cross-functional partners, both verbally and in writing.

Qualifications

• Recently graduated from a Fashion Merchandising, Fashion Business, Apparel, Retail Management, or related program and want to build a career in merchandising; OR
• Experience in retail, inventory, operations, or product support roles such as Stock Associate, Inventory Specialist, Operations Associate, Fulfillment Associate, Visual Merchandiser, Assistant Manager, or similar positions.
• Enjoy hands-on work organizing a high volume of physical products and creating systems that make them easy to find and manage.

Physical Requirements

• Frequently lift and move boxes weighing up to 30 pounds.
• Stand, bend, reach, and walk throughout the workday.
• Move products and packages between storage areas and workspaces.

Bonus Points

• Previous experience handling apparel, accessories, or other consumer products.
• Experience managing sample inventories, stockrooms, or high-volume product storage.
• Familiar with merchandising, buying, planning, or product development workflows.
• Experienced with using Airtable.