Sample Coordinator

About Athleta

For the past 25 years, we’ve committed ourselves and our brand to a single aim: to empower all women and girls. Inspiration. Collaboration. Connection. Inclusivity. It’s what we do best, and we’re on the hunt for people who share our passion for leading an active lifestyle, growing personally as well as professionally, and creating game-changing products and experiences. 

We use business as a force for good by putting people and the planet right up there with profit, which is why Athleta is a certified B Corp. Ready to make a move? Join us. Because we know that alone we’re strong, but together we’re unstoppable.

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.

Benefits at Athleta

• Merchandise discount for our brands: 50% off regular-priced merchandise at Old Navy, Gap, Banana Republic and Athleta, and 30% off at Outlet for all employees.
• One of the most competitive Paid Time Off plans in the industry.*
• Employees can take up to five “on the clock” hours each month to volunteer at a charity of their choice.*
• Extensive 401(k) plan with company matching for contributions up to four percent of an employee’s base pay.*
• Employee stock purchase plan.*
• Medical, dental, vision and life insurance.*
• See more of the benefits we offer.

*For eligible employees