Sample Coordinator

About the Role

We are seeking a highly organized, detail-oriented, and proactive PR Sample Coordinator to support the Public Relations team in managing product samples, editorial requests, influencer seeding, and day-to-day PR operations. This role is critical in ensuring timely execution of sample requests, maintaining accurate inventory, and supporting media and influencer initiatives that drive brand visibility.

Key Responsibilities

• Manage and fulfill incoming editorial sample requests, ensuring timely processing and delivery through internal warehouse ordering systems.
• Coordinate the end-to-end sample request process, including securing product, communicating availability, and providing shipment tracking updates.
• Prioritize competing requests in partnership with the PR Manager to ensure deadlines are met.
• Coordinate store pulls and cross-functional sample borrowing when urgent needs arise.
• Order and track long-lead and seeding samples through internal product sample systems according to established timelines.
• Provide regular status updates on outstanding sample requests and orders.
• Troubleshoot and resolve issues with vendors related to sample fulfillment.
• Support the planning, coordination, and execution of influencer and media seeding initiatives.
• Assist in developing and maintaining seeding lists, including VIPs, influencers, editors, and media contacts.
• Execute all aspects of product send-outs, including product pulls, packaging, shipping, and distribution tracking.
• Maintain accurate inventory records and update seeding and sample tracking grids.
• Ensure the sample closet remains organized and all product is accounted for daily, including outgoing samples and returned merchandise.
• Oversee the check-in and organization of all incoming product samples.
• Serve as a key point of contact for internal and external communications, maintaining a high level of professionalism.
• Coordinate with mailroom and messenger services to resolve shipping and delivery issues.
• Process and fulfill photo requests using internal asset-sharing platforms.
• Provide general administrative support to the PR team as needed.
• Attend and actively participate in team meetings, seeding meetings, and seasonal product kick-off sessions.
• Partner cross-functionally with merchandising, product, marketing, and other internal teams to support PR initiatives.

Requirements

• 1-3 years of experience in Public Relations, Fashion PR, Communications, Marketing, or a related field.
• Experience working with product samples, editorial requests, influencer relations, or showroom/sample management preferred.
• Strong organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Exceptional attention to detail and follow-through.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and inventory or sample management systems.
• Ability to thrive in a fast-paced, deadline-driven environment.
• Experience within fashion, retail, lifestyle, or consumer brands is highly preferred.
• Previous experience supporting fashion or retail PR teams.
• Familiarity with influencer seeding and media relations processes.
• Experience coordinating shipments, logistics, or inventory management.
• A collaborative and team-first mindset.
• Strong problem-solving skills and adaptability.
• Passion for fashion, retail, and brand storytelling.
• A positive attitude and willingness to roll up your sleeves to support team priorities.