Sample Coordinator, Hyacinth House

Requirements

• Track, receive, and maintain all incoming Proto, PP (pre-production), and TOP (top of production) samples.
• Maintain the Hyacinth House Sample Master Tracker in Airtable, monitoring sample lifecycle from initial request through in-house arrival.
• Alert Tech Designer and Senior Merchant when new samples are ready for fittings;
• Serve as the primary point of contact for all sample-related communication with internal teams (Merchandising, Production, Styling, Marketing) and external vendors.
• Order, track, and document reference samples for product development.
• Track and update sample statuses across internal systems (Airtable, Lets Flo, Netsuite).
• Support the Senior Merchant through shelling out monthly orders, as assigned.
• Generate & upload both products and purchase orders in Netsuite.
• Collect and input UPCs from the vendor in a timely & accurate manner, prior to delivery of goods.
• Audit order confirmations, costing, and packing lists; communicate and correct discrepancies with the vendor.
• Partner with Logistics to monitor receipt timing, communicate updates, and ensure accurate vendor PO management and on-time delivery.
• Create and maintain the Buys by Category for both the brand and company-wide tracking.
• Support seasonal development by sourcing and organizing inspiration images and adding product links.
• Review live PDPs (product detail pages) for accuracy in product info, color, fit, and style families.
• Write product reviews for all Hyacinth House styles on-site.
• Collaborate with Marketing to create UGC content.
• Prepare all samples and coordinating information for the Monthly Product Knowledge Meetings
• Support the Senior Director of Buying and Senior Merchant to provide styling direction and approval for all ecommerce photoshoots
• Analyze and report weekly on marketing features, conversion rates and customer demographics
• Upload new proto samples into Airtable prior to fittings
• Support the Senior Merchant in positioning the brand to the marketing team, such as recommending products that need visibility to the Influencer Marketing Team and/or Email Marketing Team

Benefits

• Medical, dental, and vision coverage
• 401(k) with a company match
• Generous paid time off and holiday
• Paid new parent leave
• Day care coverage
• Employee discount
• Other great perks