Sample Administrator

About the role

The Sample Administrator is responsible for managing the end-to-end coordination of production samples within a print and mail environment. This includes collecting both internal and external samples, conducting thorough quality reviews to ensure all pieces meet established standards, and supporting overall quality control processes. The role requires maintaining accurate and up-to-date information in the PACE system, organizing and preserving job bag samples for reference and compliance purposes, and preparing samples for shipment to clients, vendors, or internal stakeholders. Through these activities, the Sample Coordinator helps ensure production accuracy, consistency, and adherence to quality expectations.

Responsibilities

• Collect samples from production lines, vendors, and internal teams in a timely manner
• Conduct visual and physical inspections for accuracy, including print quality, color, alignment, personalization, and mailing standards
• Identify defects or inconsistencies and communicate findings to appropriate teams for resolution
• Maintain accurate and up-to-date records of all samples, including job numbers, versions, and approvals
• Use a densitometer, spectrophotometer, paper caliper, etc.
• Prepare samples for shipment, ensuring proper labeling, packaging, and documentation
• Communicate with Shipping teams for on-time delivery expectations
• Support audits, client reviews, and internal quality initiatives
• Select and sort samples for consistency, understanding standards in regard to color and quality
• Handle complicated kitting jobs and understand mailing job processes (e.g., Letter Shop Instructions, Matrix, Matching Mailing)

Requirements

• Minimum of 4 years in a similar Quality position
• High school graduate or GED

Qualifications

• Knowledge of the complete Microsoft Office 365 suite and Acrobat Pro
• Advanced communication skills
• General knowledge of company workflow and advanced knowledge of department workflow and requirements
• Ability to follow written and oral instructions
• Highly motivated with a positive attitude and ability to work independently in a fast-paced, deadline-driven environment
• Ability to multi-task in a high-paced environment
• Ability to stand, walk, and move throughout the production floor approximately 50% of the time
• Ability to lift a minimum of 40 pounds