Samples Coordinator

A busy company in the Madison area is seeking a Samples Coordinator to join their growing team. This Samples Coordinator will get the chance to join a great team that works well with each other and provides a flexible work schedule and career advancement. This Samples Coordinator role is a vital link between our sales, quality control, and supply chain teams. This Samples Coordinator will manage the end-to-end sample fulfillment process, ensuring that our prospective and existing B2B clients receive product samples, technical documentation, and certificates of analysis (CoAs) accurately and efficiently to drive new business. Other responsibilities of this Samples Coordinator will include but not be limited to:

Samples Coordinator Key Responsibilities

• Sample Fulfillment: Receive, log, package, and ship global sample requests for botanical extracts, functional ingredients, and supplement raw materials.
• Inventory Management: Maintain accurate inventory levels of sample stocks, tracking shelf life/re-test dates, and coordinating with the warehouse or supply chain teams to replenish inventory before shortages occur.
• Documentation & Compliance: Ensure all outgoing samples are accompanied by the correct technical documentation, including Safety Data Sheets (SDS), Certificates of Analysis (CoA), and product specifications.
• Cross-Functional Collaboration: Partner closely with Sales, Customer Service, and Quality Control to prioritize urgent client requests, troubleshoot shipping delays, and resolve documentation issues.
• Data Management: Record all sample requests, shipping tracking numbers, and client communications accurately within the ERP and CRM systems (e.g., Salesforce).
• International Logistics: Prepare appropriate documentation for international shipments, navigating customs regulations, tariffs, and restricted-item protocols for global raw material distribution.

This Samples Coordinator role is paying between $65,000 and $75,000 annually depending on experience. If interested in this Samples Coordinator position, apply today!

• Experience: 1–3 years of experience in sample coordination, inventory control, shipping/receiving, or administrative support within the dietary supplement, ingredient, pharmaceutical, chemical, or food & beverage industries.
• Regulatory Awareness: Basic understanding of cGMP, FDA regulations, and safety handling protocols for handling raw materials and powders is preferred.
• Technical Savvy: Proficiency in Microsoft 365 (Word, Excel, Outlook). Experience with ERP software or Salesforce CRM is a strong plus.
• Soft Skills: Exceptional organizational skills with a razor-sharp attention to detail; strong written and verbal communication skills; ability to multitask and pivot quickly in a fast-paced environment.
• Physical Demands: Ability to lift up to 25–30 lbs occasionally when handling and packaging material containers.