Samples Operation Lead

This position is based in Montvale, NJ

Position Summary

The Samples Operation Lead owns the end-to-end sample process from request through customer delivery. This role serves as the central point of coordination between all departments in the company: Sales, Customer Management, Purchasing, Operations, Marketing, suppliers, warehouses, and customers to ensure samples are accurate, properly documented, shipped on time, and fully tracked.

Key Responsibilities

• Review, prioritize, and track sample requests.
• Confirm product, customer, quantity, specification, and delivery information.
• Coordinate samples and required product documentation with suppliers.
• Prepare, package, label, and ship samples to customers, sales representatives, trade shows, and internal teams.
• Select appropriate shipping methods for frozen, refrigerated, and ambient products.
• Track deliveries and communicates delays or issues.
• Resolve international shipping holds with FedEx and suppliers.
• Maintain sample inventory and coordinate replenishment or disposal.
• Support Marketing with trade-show materials.
• Coordinate supplies and sample needs for the Cortina Innovations Center.
• Maintain accurate sample, shipping, cost, and customer-feedback records.
• Ensure sample information aligns with ERP and Master Data records.
• Maintain supporting documentation in SharePoint.
• Develop and maintain sample procedures and identify process improvements.
• Track performance and identify recurring delays or bottlenecks.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Two or more years of experience in coordination, logistics, customer service, or a related role preferred.
• Food, importing, logistics, or temperature-controlled product experience strongly preferred.
• Strong organizational, communication, and follow-up skills.
• Excellent attention to detail and data accuracy.
• Ability to manage multiple priorities and work independently.
• Proficiency in Microsoft Excel and Outlook or comfortable with technology
• Valid driver’s license and reliable transportation for local airport and warehouse pickups.

Working Conditions

• Ability to lift and carry up to 40 pounds, with or without reasonable accommodation.
• Ability to sit, stand, walk, bend, and use a computer for extended periods.
• Ability to travel locally to airports, warehouses, and company locations as needed.

Key Performance Measures

• Sample request turnaround time
• On-time delivery
• Request and documentation accuracy
• Sample tracking compliance
• Supplier response time
• Shipping and sample costs
• Customer follow-up completion