Sample Operations Manager

Role Overview

Comfrt is seeking a Sample Operations Manager to build, manage, and optimize the end-to-end sample operations process for marketing samples. You’ll act as the operational hub connecting Product Development, Merchandising, Creative, Marketing, Photography, Social Media, Operations, and overseas vendors to ensure samples arrive accurately and on time for development, photoshoots, campaigns, wear testing, executive reviews, and launches.

Responsibilities

Sample Operations Management

• Own the end-to-end sample lifecycle across product categories and seasons
• Build and maintain a centralized sample management system with real-time visibility
• Manage inbound/outbound samples for creator photography, marketing, creative, executive, and wear testing
• Track samples from vendor shipment → internal distribution → return
• Create SOPs for handling, tracking, storage, and distribution
• Improve workflows to increase efficiency and reduce delays
• Maintain digital libraries of sample imagery and approvals
• Ensure samples are documented, organized, and easily accessible

Sample Request & Calendar Management

• Manage sample requests across cross-functional teams and executive leadership
• Prioritize competing requests while meeting critical milestones
• Plan sample needs based on the seasonal marketing calendar
• Coordinate sample readiness with product launch calendars and cross-functional deadlines

Creative & Photo Studio Partnership

• Coordinate samples for all photoshoots with Creative and Photography
• Support outfit planning, assortment, styling coordination, and sample selection
• Ensure photography samples are complete (steamed, tagged, organized) and delivered on schedule
• Coordinate post-shoot sample returns and inventory reconciliation

Vendor Communication

• Serve as the primary operational point of contact with overseas vendors
• Manage daily updates via Email, WhatsApp, Slack, WeChat, and other platforms
• Proactively follow up on status, shipment timing, missing samples, and vendor action items
• Escalate risks early and drive timely resolutions

Team Leadership & Development

• Directly manage the Sample Coordinator (daily direction, coaching, training, performance management)
• Provide feedback and development plans
• Set team priorities, allocate workload, and ensure accuracy and timeliness
• Create accountability measures and clear team expectations
• Run 1:1s, performance reviews, and ongoing coaching
• Improve team efficiency via process improvement, automation, and resource planning
• Foster a collaborative, proactive, solutions-oriented culture
• Scale the sample operations function as the business grows (recommend additional resources)

Requirements

• Proactive, hands-on operations leader who thrives in a fast-paced environment
• Strong ability to independently manage competing priorities while maintaining accuracy and urgency

Nice-to-haves (implied)

• Experience coordinating cross-functional workflows across product, creative, and marketing teams
• Familiarity working with overseas vendors and multi-channel communication
• Leadership experience managing and developing an operations team