Sample Operations Coordinator

Sample Operations Coordinator

About the Role:

We are looking for a detail-oriented Sample Operations Coordinator to manage product samples from the moment they are requested from suppliers until they are reviewed, stored, or shipped to a client. You will work closely with our sourcing team, suppliers, warehouse, and logistics partners. Your goal is to make sure every sample arrives on time, is properly documented, can be found quickly, and reaches the right person in the right condition.

Key Responsibilities

Supplier coordination & tracking

• Coordinate sample requests with suppliers, including product specifications, variants, quantities, and delivery deadlines.
• Follow up with suppliers and couriers, track shipments, and flag delays or missing samples early.

Receiving & documentation

• Receive samples, check quantities and visible condition against the request, and report any discrepancies or damage.
• Assign a unique ID to each sample and label it clearly.
• Maintain an accurate sample register with supplier details, product information, photos, shipment status, storage location, and a record of all movements.
• Prepare clear photo reports showing the product, packaging, labels, and any visible issues.

Storage, distribution & dispatch

• Organize physical storage and distribution of samples; record when samples are handed to buyers, quality specialists, or other team members.
• Once the sourcing team has selected samples for a client, prepare them for shipment, coordinate packing and shipping documents with the logistics team, and track delivery.

Reporting

• Provide regular status updates so the team knows which samples are expected, available for review, selected, or already dispatched.

What We Are Looking For

• Experience in sample coordination, sourcing support, logistics, inventory control, or a similar operational role.
• Strong organizational skills and attention to detail — you are comfortable handling many products and shipments at the same time.
• Confidence using spreadsheets or inventory systems to maintain accurate records.
• Ability to take clear, consistent product photos and document issues precisely.
• A practical, hands-on approach to working with samples and warehouse teams.

Languages

Mandarin - Fluent (required)

English - Working (required)

Russian - Advantage