Sample Coordinator

About the Job

The Sample Coordinator plays a critical role in ensuring that all product samples are accurate, organized, and aligned with approved specifications. This role requires exceptional attention to detail, strong coordination skills, and the ability to manage a high volume of samples across multiple departments.

Working closely with Merchandising, Production, Product Development, Marketing, and Inventory, the Sample Coordinator ensures that samples are reviewed, tracked, documented, and distributed accurately and on time. This is an ideal role for someone who is highly organized, service-oriented, and thrives in a fast-paced environment supporting multiple cross-functional partners.

What You’ll Do

Sample Review & Quality Alignment

• Review development samples against design specifications to confirm accuracy in materials, construction, and overall design intent; document and communicate discrepancies to Product Development.
• Inspect marketing and tradeshow samples against final approved development samples to ensure consistency and product accuracy.
• Support the Production team with TOP (Top of Production) reviews as needed.

Sample Coordination & Distribution

• Partner with Marketing, Inventory, and Product Development teams to coordinate sample needs across the organization.
• Pull, organize, prepare, and distribute samples for cross-functional meetings, events, and internal requests.
• Serve as the primary point of contact for companywide sample distribution and tracking.

Inventory Management & Organization

• Track and maintain a comprehensive sample inventory, logging all incoming and outgoing samples and ensuring accurate documentation in internal systems.
• Manage and maintain both the physical and digital sample archives, ensuring sample accessibility, organization, and proper recordkeeping.
• Maintain accurate sample information, including photos, measurements, weights, and other product details, ensuring alignment with approved specifications.

Documentation & Administrative Support

• Support preparation of documentation and visual materials needed for copyright applications on approved development samples.

Who You Are

• Highly organized with exceptional attention to detail.
• Able to manage multiple priorities in a fast-paced environment.
• A strong communicator who excels at cross-functional coordination.
• Comfortable tracking, documenting, and maintaining high-volume sample inventory.
• Resourceful, proactive, and able to anticipate team needs.
• Experience in production, product development, merchandising, or related areas is a plus.

This is an in-office position located in New York City with a salary range of $60,000 - $70,000 annually.

We believe that it takes a diverse team of highly intelligent, passionate, curious, and creative people to develop the exceptional jewelry that is our hallmark. Our employees' varied experiences and perspectives make our teams stronger and more dynamic, and we maintain a standard of kindness, empathy, encouragement and respect for one another.

Julie Vos takes great pride in being an Equal Opportunity Employer, with a longstanding policy of hiring based on talent, skills, and potential alone. We do not discriminate on the basis of age, disability, sex, race, national origin, religion or belief, ancestry, gender identity, pregnancy or maternity, relationship status, sexual orientation, or any other characteristic protected by law.