• Job Description

  Req#: R193823

  About the Role

  We are seeking a highly organized and proactive Sample Coordinator to manage the end-to-end lifecycle of samples for both product photography and marketing/styling needs. This full-time, on-site role at Athleta HQ in San Francisco plays a critical part in ensuring timely and accurate sample tracking, organization, and coordination across multiple teams. The ideal candidate will have strong logistical skills, the ability to manage temporary contractors, and a passion for operational excellence.

  What You'll Do

  Sample Management & Logistics

  • Oversee the full lifecycle of samples including receiving, unpacking, checking in, tagging, sorting, and distributing across cross-functional teams.
  • Maintain real-time visibility of over 5,000 samples per season using tools such as AirTable, Smartsheet, and PETE.
  • Ensure sample closets and racks are organized and accessible for styling, marketing, and photography teams.
  • Track and report on sample status and completion rates weekly.

  Cross-Functional Collaboration

  • Partner with Styling, Marketing, Production, Merchandising, and Photo Studio teams to ensure sample availability aligns with seasonal timelines.
  • Communicate sample discrepancies or delays that may impact photography or marketing deliverables.
  • Coordinate with internal and external partners to retrieve or borrow samples as needed.

  Team Leadership & Project Ownership

  • Manage and delegate tasks to seasonal freelance coordinators and temporary contractors.
  • Lead pre- and post-production sample needs for creative teams.
  • Develop and maintain seasonal calendars and documentation to support sample pass-off and sharing timelines.

  Process Optimization & Troubleshooting

  • Continuously improve sample workflows and resolve logistical issues independently.
  • Configure and maintain reporting tools to share sample updates with stakeholders.
  • Troubleshoot internal systems such as ShotFlow, Smartsheet, POs, and Stibo.

  Who You Are

  • Previous experience in sample coordination or a related field is preferred.
  • Strong organizational skills with the ability to manage high volumes of samples and shifting priorities.
  • Proven ability to work independently and troubleshoot logistical challenges.
  • Experience managing or delegating to temporary staff or freelance teams.
  • Excellent communication and collaboration skills.
  • Proficiency in Microsoft Office, Outlook, Excel, Teams; bonus for experience with Smartsheet, AirTable, PETE, and SMEE.
  • Ability to lift and move boxes up to 45 lbs, hang samples, pack/unpack shipments, and work on ladders.
  • College degree required.

• About the company

  Gap Inc. is the largest specialty retailer in the United States, and is 3rd in total international locations, behind Inditex Group and H&M. As of September 2008, the company has approximately 135,000 employees and operates 3,727 stores worldwide, of which 2,406 are located in the U.S.

Notice