Administrative Support II

Job Description

Job Description

Job Title: Administrative Support II – Sample Coordinator

Job Description

This Administrative Support II – Sample Coordinator role focuses on organizing and optimizing physical design asset management across multiple product teams in a dynamic fashion and apparel environment. You will manage the full lifecycle of design samples, develop and document sample management SOPs, and ensure accurate tracking of sample inflow and outflow. Working closely with art, apparel design, non-apparel design, technical design, and raw materials teams, you will drive organizational efficiency, uphold high standards, and support a fast-paced product organization.

Responsibilities

• Oversee end-to-end design sample management, including retail samples, pre-production (PP) samples, fit samples, lab dips, strike-offs, deco panels, and fabric header records across apparel categories.
• Organize and maintain a comprehensive design sample library for in-season and retail samples, ensuring items are clearly labeled, accessible, and accurately tracked.
• Archive physical design assets such as PP samples, lab dips, strike-offs, and deco panels in the office, maintaining orderly storage systems and ensuring traceability.
• Partner with product teams to develop, document, and implement standard operating procedures (SOPs) for sample donation and disposal, including guidelines on how to store, donate, and dispose of samples.
• Write and update SOPs that define best practices for sample storage, organization, donation, and disposal, and support teams in adopting these processes.
• Support product teams with shipping and receiving of samples, including coordinating with the mail room, logging incoming and outgoing packages, and ensuring timely distribution.
• Perform administrative tasks related to sample management, including data entry, record keeping, and maintaining up-to-date information in product lifecycle management systems.
• Set up and maintain systems and tools to store, track, and report on sample inventory, including working with spreadsheets or other data tools to create clear, usable tracking graphs and reports.
• Collaborate closely with art, apparel design, non-apparel design, technical design, and raw materials teams to align sample management practices with product lifecycle milestones.
• Prioritize multiple projects and tasks, balancing administrative duties with process documentation and improvement initiatives.
• Apply strong analytical and problem-solving skills to identify inefficiencies in sample handling and propose practical solutions to improve workflows.
• Ensure all sample management processes uphold the highest standards of accuracy, organization, and ownership.
• Lift and move boxes or containers of samples as needed, including handling items up to 50 lbs to support storage, archiving, and distribution activities.
• Use product lifecycle management (PLM) tools to track samples and related data, ensuring information is accurate, complete, and aligned with product timelines.
• Support data migration and system integration efforts related to sample and product data as needed.
• Contribute to a culture of continuous improvement by suggesting enhancements to systems, tools, and processes used for sample management.

Essential Skills

• Bachelor’s degree in Fashion, Design, CAD, Product Management, or a related field.
• At least 5 years of experience in the fashion or apparel industry, with a strong understanding of the product lifecycle.
• At least 3 years of experience in an administrative role, supporting teams or operations in a structured environment.
• Proficiency in Centric PLM or similar product lifecycle management systems, including data entry and maintenance of product and sample records.
• Proficiency with Microsoft Office tools for documentation, tracking, and reporting.
• Demonstrated experience in sample management and process improvement within a fashion or apparel context.
• Strong organizational skills with the ability to maintain order across large volumes of physical samples and documentation.
• Proven ability to collaborate effectively with cross-functional teams, including design, technical, and materials teams.
• Ability to prioritize projects and manage multiple high-priority tasks in a fast-paced environment.
• Strong analytical and problem-solving skills applied to operational and process challenges.
• Ability to lift and handle up to 50 lbs as part of daily sample management activities.
• Commitment to maintaining high standards and a strong sense of ownership over responsibilities.

Additional Skills & Qualifications

• Experience with product lifecycle processes in the fashion or apparel industry.
• Knowledge of fabric types and graphic/print processes.
• In-depth understanding of apparel production processes and industry terminology.
• Exceptional documentation skills for creating clear, detailed SOPs and process guides.
• Experience with data migration and system integration related to PLM or similar systems.
• Ability to manage multiple high-priority projects simultaneously while maintaining accuracy and attention to detail.
• Interest in innovative products and a passion for learning about fashion design and product development.
• Demonstrated alignment with values such as maintaining the highest standards and taking ownership of work outcomes.

Work Environment

This role operates in a fully on-site office environment, working Monday through Friday from 9:00 a.m. to 5:00 p.m. for a 40-hour workweek. You will work primarily in a design and product-focused setting that emphasizes innovation and collaboration, with regular interaction across art, apparel design, non-apparel design, technical design, and raw materials teams.

Job Type & Location

This is a Contract position based out of Santa Monica, CA.

Pay and Benefits

The pay range for this position is $20.00 - $21.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Santa Monica,CA.

Application Deadline

This position is anticipated to close on Jun 30, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.