[Remote] Sample Operations Manager

Note: The job is a remote job and is open to candidates in USA. Comfrt is a direct-to-consumer brand dedicated to blending mental wellness, inclusivity, and elevated comfort into its products and community. The Sample Operations Manager will build, manage, and optimize end-to-end sample operations, coordinating with internal teams and overseas vendors to ensure samples are accurately delivered on time for development, photoshoots, campaigns, wear testing, executive reviews, and product launches.

Responsibilities

• Own the end-to-end sample lifecycle across all product categories and seasons
• Build and maintain a centralized sample management system that provides real-time visibility across the organization
• Manage all inbound and outbound creator photography, marketing, creative, executive, and wear-test samples
• Ensure all samples are accurately tracked from vendor shipment through internal distribution and return
• Develop standardized operating procedures for sample handling, tracking, storage, and distribution
• Continuously improve sample workflows to increase efficiency and reduce delays
• Maintain digital libraries of sample imagery and approvals for internal visibility
• Ensure all submissions are organized, documented, and easily accessible
• Manage all sample requests across Product Development, Creative, Marketing, Merchandising, Social Media, Photography, Operations, and Executive Leadership
• Prioritize competing requests while ensuring critical business milestones are achieved
• Understand the seasonal marketing calendar and proactively plan sample requirements to support all campaigns, launches, photoshoots, creator partnerships, and key business initiatives
• Coordinate sample readiness to align with product launch calendars and cross-functional deadlines
• Partner closely with Creative and Photography teams to coordinate samples for all photoshoots
• Assist with outfit planning, product assortment, styling coordination, and sample selection for creative shoots
• Ensure all photography samples are complete, organized, steamed, tagged, and delivered on schedule
• Coordinate sample returns and inventory reconciliation following photoshoots
• Serve as the primary operational contact for all sample-related communication with overseas vendors
• Manage daily communication through Email, WhatsApp, Slack, WeChat, and other communication platforms
• Follow up proactively on sample status, shipment timing, missing samples, and vendor action items
• Escalate risks early and drive timely resolutions to maintain business timelines
• Directly manage the Sample Coordinator, providing daily direction, coaching, training, and performance management
• Develop the Sample Coordinator's skills, knowledge, and career growth through regular feedback and development plans
• Establish team priorities and allocate workload to ensure all sample requests are completed accurately and on time
• Create clear processes, expectations, and accountability measures for the sample operations team
• Conduct regular one-on-one meetings, performance reviews, and ongoing coaching
• Identify opportunities to improve team efficiency through process improvements, automation, and better resource planning
• Foster a collaborative, proactive, and solutions-oriented team culture
• Build and scale the Sample Operations function as the business grows, recommending additional resources when needed
• Serve as the escalation point for complex sample issues, cross-functional conflicts, and vendor challenges
• Coordinate sample activities across multiple departments to ensure alignment on priorities
• Lead sample status meetings and communicate weekly updates to stakeholders
• Build scalable processes that support company growth
• Train future team members on sample management standards and best practices
• Foster accountability through clear communication, organization, and process ownership
• Build dashboards and reporting to provide visibility into sample status, vendor performance, and timeline adherence
• Analyze workflow bottlenecks and recommend process improvements
• Maintain accurate sample inventory, tracking systems, and digital filing structures
• Ensure all sample documentation, shipping records, and approvals are organized and current
• Develop KPIs and reporting to measure sample turnaround time, on-time delivery, and operational performance

Skills

• Bachelor's degree in Fashion Merchandising, Product Development, Apparel Production, Business, Supply Chain, or a related field
• 4+ years of experience in apparel product development, sample management, merchandising operations, or production
• Experience working with overseas factories and vendors
• Experience working in a remote or hybrid environment with the ability to operate independently
• Exceptional organizational and time management skills
• Strong project management skills with the ability to manage multiple priorities and deadlines simultaneously
• Self-starter who requires minimal supervision
• Creative problem solver with a proactive, solution-oriented mindset
• Professionally mature with excellent judgment, accountability, and ownership
• Outstanding written and verbal communication skills
• Comfortable working in a fast-paced, high-growth environment
• Ability to build processes, improve systems, and drive operational excellence
• Microsoft Office Suite (Advanced Excel, Word, PowerPoint, Outlook)
• Adobe Illustrator
• Adobe Photoshop
• Miro
• Canva
• Asana
• PLM systems preferred
• Experience with sample tracking, inventory management, shipping, or project management software is a plus

Benefits

• Generous paid time off
• Company-covered health insurance
• 5% 401k match
• Discounts on all Comfrt products
• A supportive, creative environment where your ideas and growth are valued
• Fully remote environment with flexibility and collaborative support

Company Overview