Sample & Inventory Specialist

POSITION SUMMARY:

Reporting to the Director of Marketing, the Sample & Inventory Specialist is responsible for the end-to-end coordination of Foodservice and Retail customer samples, combining sample coordination, inventory control, logistics and shipping, and sales and marketing support. This role serves as the primary point of contact for sample requests and takes ownership of the processes required to ensure products, packaging and materials are available, prepared and delivered accurately and on time. This position also supports inventory management, reporting, process documentation and continuous improvement to ensure an organized, efficient and well-managed Sample Room operation.

Job Responsibilities:
Sample Coordination/Shipping Inventory

• Manage the end-to-end sample request process for Retail, Foodservice and internal teams, from request through preparation, packing, shipment and delivery.
• Serve as the primary point of contact for all sample requests, managing priorities, timelines, status updates and follow-ups with internal stakeholders.
• Coordinate with Marketing, Sales, Planning, Production, Inventory and Shipping to ensure required products, packaging and materials are available to meet sample deadlines.
• Manage and maintain Sample Room inventory, including finished products, components, packaging, marketing materials and shipping supplies; conduct regular inventory counts and identify replenishment requirements.
• Maintain inventory controls and minimum stock levels, proactively identifying shortages or risks and coordinating replenishment before they impact upcoming sample requirements.
• Create and maintain reports, trackers and dashboards for sample activity, inventory levels, shipments, outstanding requests and other key metrics.
• Develop, document and maintain Standard Operating Procedures (SOPs) for Sample Room, inventory, sample preparation and shipping processes.
• Create and manage purchase orders for Sample Room and shipping supplies, including coordinating with suppliers and following orders through receipt.
• Coordinate domestic and international shipments, including courier selection, shipping documentation, tracking and resolution of delivery issues.
• Maintain an organized, clean and efficient Sample Room, ensuring products and materials are properly identified, stored and readily accessible.
• Maintain accurate product and sample reference information, including product codes, descriptions, packaging requirements and relevant specifications.
• Identify and implement process improvements to strengthen Sample Room efficiency, inventory accuracy, documentation and workflow.
• Provide guidance and training to employees supporting Sample Room activities and ensure established processes are consistently followed.
• Take ownership of Sample Room issues through resolution, proactively communicating risks and escalating when necessary.
  
  

Education, Experience and Technical Skills:

• Completion of high school diploma or equivalent.
• Strong organizational skills with attention to detail.
• Ability to communicate clearly and effectively in English, both written and verbal.
• Proficiency in Excel and Word;
• Entry-level proficiency in Monday.com.
• Experience with D365 (or similar ERP system) an asset; willingness to learn required.
• Experience building retail displays (PDQ, QP) & packaging an asset
  

Soft Skills:

• Interpersonal Skills – maintains confidentiality and exhibits willingness to try new things.
• Problem solving – identifies problems in a timely manner, acts independently, and escalates as necessary.
• Oral communication – communicates clearly and persuasively.
• Planning/organizing – prioritizes work independently and ensures work area is organized and tidy.
• Quality control – demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability – adapts to changes in the work environment, manages competing demands, and can deal with frequent change or unexpected events.
• Dependability – consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Process ownership – follows and maintains established processes without requiring repeated direction; documents and improves processes (SOPs) as needed.
• Safety and security – actively promote and personally observes safety and security procedures and uses equipment and materials properly.

Other Job Requirements

• Must be able to speak, read and write English
• Must have reliable transportation
• Must be able to stand/walk for long periods of time

Working Conditions:

• Typical plant and office environment
• Frequently standing, walking and light lifting may be required

Benefits

• Extended dental, health and vision coverage upon hire
• RRSP Program: Eligible to participate after 3-month probationary period.
• Free on-site parking.