Coordinator, Sample & Prototype

Role Overview

The Coordinator for Sample & Prototype manages the comprehensive coordination of samples, prototypes, and sell-in materials related to all active product lines. This pivotal position liaises with teams such as Product Development, Engineering, Sourcing, Sales, Brand, and licensors to guarantee physical assets are monitored, submitted, and delivered promptly, ensuring seamless preparation ahead of key meetings or deadlines. Ideal candidates excel in organization, possess strong attention to detail, and can juggle multiple tasks across a dynamic, cross-functional environment.

Key Responsibilities

• Maintain and oversee a master sample schedule for all ongoing projects, tracking requirements, timelines, and designated meetings.
• Collaborate directly with Product Development, Engineering, Sourcing, and manufacturing partners to ensure timely delivery of prototypes, samples, packaging comps, and display models.
• Source alternative prototype options—including 3D printed items, foam core constructions, renders, and mock-ups—when production samples aren’t yet available.
• Organize and maintain a physical inventory library of samples, comps, and sell-in materials, ensuring they are labeled and accessible.
• Manage licensor sample submissions and track their approval processes, routing feedback internally and confirming approvals ahead of sell-in deadlines and marketing launches.
• Partner with Sales to stay abreast of their meeting schedules and provide necessary materials proactively to avoid last-minute requests.
• Engage with Brand, Product Development, Engineering, and Sourcing teams to anticipate sample needs and prioritize effectively, distinguishing planned launches from urgent requests.
• Promote proactive communication by highlighting potential gaps early and keeping all participants informed of sample statuses.

Candidate Profile and Experience

• 1 to 3 years’ experience in sample coordination, product operations, project coordination, or related roles within consumer products, toy, or licensed goods sectors.
• Exceptional organizational capabilities and meticulous attention to detail for managing multiple deadlines and tasks simultaneously.
• Familiarity with licensor approval workflows or factory coordination is advantageous.
• Excellent communication skills with the ability to collaborate across Sales, Brand, Product Development, Engineering, and Sourcing.
• Proficiency in Excel or Google Sheets for tracking is required; experience with project management tools such as Asana, Monday.com, or Smartsheet is a plus.
• Ability to remain composed and adaptable within a fast-paced, shifting priority environment.

Benefits and Culture

• Comprehensive healthcare, vision, and dental plans recognized as competitive within the industry.
• Flexible spending and health savings account options (choose one).
• 401(k) plan with 3% company match, eligibility after 90 days.
• Financial planning support and charitable donation matching program.
• Paid time off including holidays, sick leave, volunteer days, and summer Fridays.
• Access to wellness offerings such as ClassPass membership.
• Opportunities for continuous learning with dedicated hours allocated.
• Flexible remote and hybrid work arrangements.
• Commuter benefits and professional memberships (e.g., Women In Toys).
• Parental leave available after one year of employment.

Additional Information

Annual base salary ranges from $60,000 to $69,000, plus eligibility for an annual target bonus prorated from the start date. Compensation level will be influenced by factors such as education, experience, performance, and geographic location. This range may be subject to change. The position description is illustrative and may evolve as organizational needs shift.

Relatable is an Equal Employment Opportunity employer, committed to nondiscrimination on any protected characteristic as required by law.