PR Sample and Product Operations Coordinator

PR Sample & Product Operations Coordinator

We are seeking a highly organized and detail-oriented PR Sample & Product Operations Coordinator to support fast-paced editorial, influencer, and marketing sample workflows within a leading global apparel brand. This role ensures timely fulfillment, tracking, and management of product samples across short-lead press requests and long-lead seasonal seeding programs. The ideal candidate thrives in operational execution, inventory accuracy, and cross-functional coordination.

Responsibilities

• Fulfill incoming press and editorial sample requests through internal warehouse ordering systems
• Source, pull, and coordinate product availability across warehouse and retail locations as needed
• Communicate real-time status updates, tracking details, and availability to requesters
• Prioritize competing requests in alignment with manager direction
• Coordinate sample borrowing across cross-functional teams when necessary

• Order seasonal and long-lead samples using internal product/sample systems aligned to calendar deadlines
• Track and maintain ongoing status updates for all sample orders
• Support execution of product seeding programs (VIPs, influencers, media, editors)
• Assist with packaging preparation, fulfillment, and outbound shipment coordination
• Manage vendor communication and troubleshoot delays or sample issues

• Maintain accurate inventory tracking systems and seeding grids
• Ensure all samples are properly checked in, organized, and accounted for daily
• Manage inbound returns and outgoing sample flow
• Maintain a clean, organized, and audit-ready sample closet or storage area

• Communicate professionally with internal teams, external editors, vendors, and logistics partners
• Assist in building and maintaining seeding lists (VIPs, influencers, media contacts)
• Coordinate with mailroom, courier services, and messenger teams to resolve shipping issues
• Support internal meetings, seasonal kickoffs, and seeding planning sessions

• Process incoming photo and product asset requests via internal digital platforms
• Ensure timely delivery of requested assets to marketing and editorial partners

Qualifications

• 1-3+ years of experience in sample coordination, PR operations, merchandising support, or retail logistics
• Strong experience managing physical product workflows (pulls, shipments, returns, inventory tracking)
• Proven ability to manage high-volume request intake and competing priorities
• Excellent written communication skills (email updates, status tracking, stakeholder communication)
• Strong organizational skills with high attention to detail and accuracy
• Experience working cross-functionally with warehouse, PR, marketing, or vendor teams
• Comfort working in fast-paced, deadline-driven environments

• Experience in fashion, apparel, retail, or consumer brand environments
• Exposure to influencer seeding, VIP gifting, or editorial product placement programs
• Familiarity with sample lifecycle processes and seasonal planning calendars
• Experience supporting PR, marketing operations, or showroom/sample room environments
• Working knowledge of inventory or order management systems

Profile (Soft Skills & Traits)

• Highly detail-oriented with strong ownership of operational execution
• Proactive communicator who keeps stakeholders informed without prompting
• Calm under pressure when managing urgent or competing sample requests
• Process-driven with strong follow-through and accountability
• Comfortable working hands-on with physical product organization and logistics
• Strong collaborator across PR, marketing, merchandising, and logistics teams
• Adaptable in shifting priorities and seasonal workload spikes

Keywords (Searchable Terms)

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