Samples Coordinator / Sales Admin Assistant
Prairie City BakeryPOSITION PURPOSE: Own sample logistics and warehouse operations end to end, from request intake to delivery. Coordinate and fulfill all product sample requests, manage sample, display, and packaging inventory, and run the freezer, packaging, and shipping workflow. Use the company's order, inventory, shipping, and Microsoft 365 systems to keep records accurate, costs controlled, and Sales, Customer Service, and Marketing informed in real time, so every sample arrives frozen, on time, and ready to impress. Partner closely with Marketing, Sales, Customer Service, and Finance. ESSENTIAL RESPONSIBILITIES / DUTIES: Sample Request Intake and Order Management: Owns the sample request process from intake to delivery. Receive, log, and prioritize sample requests from Sales, brokers, and Customers in the designated request and order system, confirming account, contact, address, items, and need by date. Check requests against available sample inventory and flag shortfalls early and effectively against inventory. Keep sample request status current in system so every sample order is in “real time live” in the sample order system. Follow best practices for sample shipments by coordinating delivery timing and the most cost-effective service level. Shipping and Carrier Systems: Creates and manages all sample shipments in the shipping system. Build shipments and labels in multi carrier shipping software, comparing rates and transit times to choose the best method for frozen product. Follow carrier and regulatory requirements for dry ice shipments, including packaging, labeling, and paperwork. Track shipments, resolve delays and exceptions, and send tracking details to requesters. Record shipping cost by account, program, and request so spend can be reported accurately. Specialty Box Assembly: Builds and packs specialty sample boxes to spec on a weekly basis, with delivery arriving by the requested date and in the most cost-effective manner. Inventory Management and Reporting: Maintains accurate sample, display, and packaging inventory in the inventory system and Excel. Reconcile weekly sample counts to system records, resolve discrepancies, and deliver the month-end Excel inventory report to the Dir of Marketing. Forecast replenishment needs from upcoming requests, events, and trade shows, and place replenishment orders through the approved ordering process. Track lot codes and best by dates, rotate stock on a FIFO basis, and keep records for full cases, open product, key customer custom samples, and assembled sample boxes. Data, Tracking, and Reporting: Turns day-to-day activity into information the team can act on. Build and maintain MoM Sample tracking reports for sample volume by salesperson and broker by account, region, and product. Share a monthly summary with the Director of Marketing highlighting trends, risks, and cost-saving opportunities. Process Improvement and Systems: Looks for ways to make sample logistics faster, cleaner, and less manual. Create and maintain standard templates, checklists, and written procedures in the shared drive. Warehouse Organization and Freezer Stock: Unloads inbound samples when trucks arrive and rotates freezer stock on a FIFO basis. Manages the warehouse freezer, chest freezers, and upright freezers by ordering product, stocking, and keeping products organized. Keeps the warehouse clear of clutter daily, including freezers, tables, storage areas, shelves, floors, and the loading dock, with no excess product in the main freezer. Supplies and Packaging: Manages packaging supplies (dry ice, corrugate, inners, bubble wrap, tape). Store them as they arrive, maintain stock levels, and orders from vendors while minimizing cost. Trade Show and Event Logistics: Keeps trade show materials organized and packs large shows, including booth items and products. Build packing lists and shipment tracking in samples operation system for each show and track outbound and return shipments. Obtain freight quotes…