Sample Coordinator

Sample Coordinator-Full Time

Location : Onsite DFW, 75247

About Us : Avara is a dynamic and innovative company dedicated to creating a sense of community through the shared love of fun, accessible, curated fashion that will inspire women to feel authentically confident. Avara creates and curates a line of women's clothing and accessories that come with compliments guaranteed!

Avara was founded in 2018 by a mother, Emily Wickard, who after spending 20 years in Corporate Finance, decided to take a leap of faith and start her own clothing brand. Since its humble beginnings in Emily's home, Avara has grown exponentially, with "Avaraistas" in every state and over 130,000 satisfied customers. In 2023, Avara was recognized as the #1 fastest growing privately held eCommerce company in the country by Inc Magazine.

Our goal is to be the go-to brand for fun, accessible fashion that allows women to celebrate all of life's moments with confidence and joy.

Job Summary

We are looking for a hyper-organized self-starter, proactive problem solver, and strong communicator to join us as our Sample Coordinator. This person creates order from chaos, anticipates needs, and ensures our high-volume sample workflow runs seamlessly

Key Responsibilities

Sample Tracking & Organization

Own daily vendor communication and end-to-end tracking and of all Available-to-Ship and Avara Exclusive samples.

Maintain accurate, real-time logs of sample status, location, usage, and deadlines.

Ensure all incoming samples are properly labeled, tagged, and documented upon arrival.

Proactively identify missing, delayed, or incorrect samples and take action to resolve issues quickly.

Prepare samples for fittings, photo shoots, line reviews, and assortment showbacks.

Vendor Protocol & Compliance

Enforce Avara's sample protocol with all vendors, including :

Required labeling and style identification

Proper packaging

On-time delivery

Document vendor compliance, send follow-ups, and ensure corrective action is taken when protocol is not met.

• Oversee all return shipping of samples, ensuring items are packaged correctly, documented, and delivered back to vendors in a timely and organized manner.

Photo Shoot & Creative Coordination

Pull, organize, and track all samples used for studio and on-location shoots.

After the photoshoot, gather all samples that must be returned and coordinate prompt shipment back to the vendor.

Communication & Reporting

Provide weekly sample status updates to Buying, Creative, Production, and Leadership.

Communicate delays, quality issues, or vendor protocol violations promptly.

Serve as the go-to resource for sample location, readiness, and timing.

Process Management

Maintain a scalable check-in / check-out tracking process for all samples.

Identify operational gaps and propose improvements to support the group's growing volume.

Support AE development cycles by tracking fit samples, pre-production samples, and finalized AE styles.

Skills & Qualifications

1–3 years of experience in operations, coordination, production, showroom support, visual merchandising, or related fields.

A proactive problem solver who anticipates needs and prevents issues before they arise.

A self-starter with exceptional organization and follow-through.

Highly detail-oriented, with the ability to oversee a substantial and ever-changing weekly assortment of samples.

Strong communication skills, particularly when enforcing vendor standards.

Proficiency in Google Sheets or Excel and Outlook (or similar email application)

Ability to lift and move sample bins, garment bags, and boxes (up to ~25 lbs).

Comfortable working in a fast-paced environment with frequent new product launches.