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Showroom Coordinator

2 months ago

West Hollywood, United States Bernard Nickels & Associates Full time

Role: Showroom Samples Coordinator

Location: West Hollywood, CA 90069

Start Date: Immediately

Duration: 6 Months with the possibility of extension

Work Hours: 9:00 AM - 5:00 PM, 100% onsite (no remote work)

Background Check: Required, including all state requirements

General Function

The Samples Coordinator is responsible for the management and organization of samples in the LA showroom, including overseeing sample tracking and maintenance, supporting corporate meetings with wholesale Buyers, preparing samples for catalog photography, and maintaining the showroom and warehouse.


Major Duties and Responsibilities

Showroom Merchandising & Event Planning:

  • Sample Management: Organize, label, track, and inventory all received samples.
  • Appointment Coordination: Manage showroom appointments via Outlook, confirming meeting space and coordinating with the facilities team.
  • Sample Preparation: Prepare samples for various off-site events such as customer meetings, tradeshows, trunk shows, brand immersions, and catalog photography.
  • Showroom Storytelling: Review new collection presentations with the brand team to support showroom displays.
  • Sample Maintenance: Clean and restore showroom samples to customer-ready condition and manage quarterly sample recalls and inventory updates.
  • Event Support: Assist in planning buying days and other showroom events, including organizing customer travel and coordinating catering, floral arrangements, and general maintenance.
  • Troubleshooting: Provide support for visual updates, IT issues, digital tools, and showroom fixtures.
  • Travel: Occasional travel to support sales and events teams in other showrooms or off-site locations.
  • Key Holder Duties: Responsible for opening/closing the office and ensuring security in satellite showrooms.


Showroom Operations:

  • Market Week Samples: Work with the Sales Operations team to insert sample orders in SAP, follow up on errors, and manage missing SKUs.
  • Tracking & Reporting: Review tracking visibility and follow up on delays, extract discontinuation lists, and consignment inventory reports from SAP.
  • Return Authorizations: Create and execute Return Authorizations for recalled samples.
  • Shipping: Coordinate shipments to/from Canada with the Customs Compliance/Import-Export team.


Preferred Qualifications

  • Technical Skills: Strong PC skills, particularly in PowerPoint & Excel (advanced-intermediate level).
  • Education: Associates Degree minimum.
  • Experience: Prior experience in luxury showroom and retail inventory coordination.
  • Skills: Ability to work independently, prioritize assignments, meet deadlines, and manage multiple tasks in a fast-paced environment.
  • Traits: Organized, analytical, focused, and effective communicator.


This role is ideal for a detail-oriented professional with experience in luxury showroom environments and a strong ability to manage and coordinate sample inventories while supporting various showroom operations and events.