Sample Coordinator, Marketing Production & Operations

Overview

What You’ll Do

This is a hands-on, fast-paced coordination role at the center of marketing production. You’ll own the lifecycle of product samples—from sourcing and tracking to shoot readiness and returns—while supporting broader marketing execution across two major retail brands.

Own Sample Coordination End-to-End

• Manage the full lifecycle of product samples:

  • Source from retail stores and internal teams

  • Track status, availability, and quality in Excel
  • Prepare, pack, ship, and return samples for shoots
• Build and maintain detailed trackers to ensure nothing falls through the cracks
• Troubleshoot gaps in real time (e.g., sourcing alternate products when inventory is unavailable)
• Help bring structure to evolving processes (especially sample resets and tracking)

Support Studio & Shoot Execution

• Prepare and organize samples for photo shoots and content creation
• Create and manage detailed lookbooks outlining all required products
• Coordinate sample flow across multiple concurrent shoots
• Provide on-set support when needed

Enable Marketing Execution

• Support media trafficking by organizing assets and copy before campaigns go live
• Assist with in-store events and activations
• Help coordinate influencer and social campaigns (e.g., assembling product kits)
• Partner with merchandising to identify and validate products for shoots

Collaborate Across Teams

Work between two key brands (split focus, flexing as needed)

• Partner with Marketing, Creative, Merchandising, and external agencies
• Act as the go-to person for sample-related requests and coordination

What Makes This Role Unique

• More than samples: While sample coordination is the core, this role expands into marketing execution, trafficking, and events
• High ownership, low handholding: You’ll be trusted to run your work independently and solve problems as they arise
• Variety in your day: A mix of Excel-based tracking, in-office coordination, store visits, and occasional on-set work
• Real impact: Your work directly enables campaigns, shoots, and product storytelling seen by customers
• Evolving scope: As production shifts (more agency use, fewer internal shoots), this role continues to grow into new areas

What You Bring

We’re less focused on years of experience—and more interested in how you work.

• Exceptional organization—you naturally create structure in busy or ambiguous situations
• Strong attention to detail—you notice what others miss and take pride in getting it right
• A proactive, self-starter mindset—you don’t wait to be told what to do
• Ability to manage multiple priorities and timelines without dropping the ball
• Strong communication skills—you can coordinate across different teams and personalities
• Problem-solving ability—you think on your feet and find solutions quickly
• Comfort working both:

  • Behind a computer (Excel trackers, coordination)

  • Hands-on (handling, packing, organizing product samples)

Tools:

• Strong proficiency in Excel (core to the role)
• Familiarity with Microsoft Office and/or project management tools

Additional Requirements:

• Based in Calgary
• Access to a vehicle (regular travel to retail stores required)
• Comfortable being in-office multiple days per week depending on business needs

Nice to Have

• Experience in retail, eCommerce, or marketing production
• Background in logistics, inventory, or operations-heavy roles
• Exposure to photo shoots, studio environments, or creative production
• Experience supporting campaigns or working with multiple stakeholders

This Role Might Not Be for You If…

• You’re looking for a strategy or creative-led role (this is execution-focused)
• You prefer highly structured environments with clear direction at all times
• You don’t enjoy detail-heavy, process-driven work
• You’re not comfortable juggling multiple requests and shifting priorities
• You prefer fully remote work or minimal in-person activity
• You’re aiming for a Producer-level role (this is a Coordinator position)
• You don’t enjoy being the person who “keeps everything running” behind the scenes

Who Thrives Here

People who succeed in this role tend to be:

• Naturally organized and efficient
• Quietly driven and dependable
• Comfortable being the go-to problem solver
• Energized by staying busy and finding ways to help
• Able to balance independence with collaboration

If you’re someone who loves bringing order to chaos, keeping things moving, and being at the center of how work gets done—this role is a great fit.

The target hiring compensation range for this role is $21 to $25/hr. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location. 

About Aquent Talent

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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