Sample Operations Manager

About Us

Comfrt is one of the fastest-growing direct-to-consumer brands, dedicated to blending mental wellness, inclusivity, and elevated comfort into every piece we create. Our mission goes beyond clothing — we strive to build a community where everyone feels supported and seen.

Responsibilities

• Sample Operations Management
  • Own the end-to-end sample lifecycle across all product categories and seasons
  • Build and maintain a centralized sample management system that provides real-time visibility across the organization
  • Manage all inbound and outbound creator photography, marketing, creative, executive, and wear-test samples
  • Ensure all samples are accurately tracked from vendor shipment through internal distribution and return
  • Develop standardized operating procedures for sample handling, tracking, storage, and distribution
  • Continuously improve sample workflows to increase efficiency and reduce delays
  • Maintain digital libraries of sample imagery and approvals for internal visibility
  • Ensure all submissions are organized, documented, and easily accessible
• Sample Request & Calendar Management
  • Manage all sample requests across Product Development, Creative, Marketing, Merchandising, Social Media, Photography, Operations, and Executive Leadership
  • Prioritize competing requests while ensuring critical business milestones are achieved
  • Understand the seasonal marketing calendar and proactively plan sample requirements to support all campaigns, launches, photoshoots, creator partnerships, and key business initiatives
  • Coordinate sample readiness to align with product launch calendars and cross-functional deadlines
• Creative & Photo Studio Partnership
  • Partner closely with Creative and Photography teams to coordinate samples for all photoshoots
  • Assist with outfit planning, product assortment, styling coordination, and sample selection for creative shoots
  • Ensure all photography samples are complete, organized, steamed, tagged, and delivered on schedule
  • Coordinate sample returns and inventory reconciliation following photoshoots
• Vendor Communication
  • Serve as the primary operational contact for all sample-related communication with overseas vendors
  • Manage daily communication through Email, WhatsApp, Slack, WeChat, and other communication platforms
  • Follow up proactively on sample status, shipment timing, missing samples, and vendor action items
  • Escalate risks early and drive timely resolutions to maintain business timelines
• Team Leadership & Development
  • Directly manage the Sample Coordinator, providing daily direction, coaching, training, and performance management
  • Develop the Sample Coordinator's skills, knowledge, and career growth through regular feedback and development plans
  • Establish team priorities and allocate workload to ensure all sample requests are completed accurately and on time
  • Create clear processes, expectations, and accountability measures for the sample operations team
  • Conduct regular one-on-one meetings, performance reviews, and ongoing coaching
  • Identify opportunities to improve team efficiency through process improvements, automation, and better resource planning
  • Foster a collaborative, proactive, and solutions-oriented team culture
  • Build and scale the Sample Operations function as the business grows, recommending additional resources when needed
  • Serve as the escalation point for complex sample issues, cross-functional conflicts, and vendor challenges
• Team & Cross-Functional Management
  • Coordinate sample activities across multiple departments to ensure alignment on priorities
  • Lead sample status meetings and communicate weekly updates to stakeholders
  • Build scalable processes that support company growth
  • Train future team members on sample management standards and best practices
  • Foster accountability through clear communication, organization, and process ownership
• Data & Process Management
  • Build dashboards and reporting to provide visibility into sample status, vendor performance, and timeline adherence
  • Analyze workflow bottlenecks and recommend process improvements
  • Maintain accurate sample inventory, tracking systems, and digital filing structures
  • Ensure all sample documentation, shipping records, and approvals are organized and current
  • Develop KPIs and reporting to measure sample turnaround time, on-time delivery, and operational performance

Qualifications

• Bachelor's degree in Fashion Merchandising, Product Development, Apparel Production, Business, Supply Chain, or a related field
• 4+ years of experience in apparel product development, sample management, merchandising operations, or production
• Experience working with overseas factories and vendors
• Experience working in a remote or hybrid environment with the ability to operate independently
• Exceptional organizational and time management skills
• Strong project management skills with the ability to manage multiple priorities and deadlines simultaneously
• Self-starter who requires minimal supervision
• Creative problem solver with a proactive, solution-oriented mindset
• Professionally mature with excellent judgment, accountability, and ownership
• Outstanding written and verbal communication skills
• Comfortable working in a fast-paced, high-growth environment
• Ability to build processes, improve systems, and drive operational excellence

Skills

• Microsoft Office Suite (Advanced Excel, Word, PowerPoint, Outlook)
• Adobe Illustrator
• Adobe Photoshop
• Miro
• Canva
• Asana
• PLM systems preferred
• Experience with sample tracking, inventory management, shipping, or project management software is a plus

Benefits

• Generous paid time off
• Company-covered health insurance
• 5% 401k match
• Discounts on all Comfrt products

Join a passionate team making an impact on exciting projects, all while enjoying the flexibility and collaborative support of a fully remote environment.