North Kingstown, RI (Hybrid)

Sample Coordinator

Summary of the Position

The Sample Coordinator is responsible for receiving, inventorying, and shipping product samples out of the designated vertical location of Barentz. The role involves ensuring that all samples received by Barentz are properly labeled with corresponding documentation. Samples must be stored and shipped in an organized manner that meets both customer delivery standards as well as regulatory and quality requirements.

Essential Duties and Responsibilities

  • Order, track and receive samples at Barentz’ vertical location
  • Ensure samples are labeled within compliance and contain necessary documentation (Safety Data Sheets, CofAs, Specifications, etc.)
  • Store documents on file for orders and future internal reference
  • Organize and store samples by product division and ensure adequate segregation between incompatible materials. For example, industrial chemicals are kept separate from food chemicals
  • Record all distribution transactions in Excel for tracking and information purposes
  • Ship samples along with appropriate documentation to customers as requested, following transportation regulatory requirements as applicable. Record all details, including costs, in the Excel sample spreadsheets
  • Notify sales representatives of back-ordered samples and provide updates on their expected ship dates
  • Monitor sample expiry dates as well as aged inventory
  • Coordinate with product divisions with regards to the handling of obsolete samples
  • Attend periodic training sessions as it relates to the proper handling and shipping of chemical samples
  • Order sample supplies (office and lab supplies too) as needed (boxes, tape, jars, etc.) and track costs
    • Periodically provide information to Accounting as it relates to sample expenditures
    • Support the marketing department as it relates to samples
    • Provide information to our Customs broker when needed (for example HS codes)
    • Provide information to Product Coordinators and Managers as requested (such as sample inventory, what was shipped of a specific product or what a customer has received)
    • Receive and ship out products for testing (from customers to suppliers (such as product re-testing, matching)
    • Assist in shipping out training material to Sales Reps (sample kits for supplier training)
    • Support and lead by example, Barentz’ culture, strategies, pillars, and fundamentals
    • Participate in ongoing personal development opportunities
    • Perform other duties as requested

    Required Education, Experience, Knowledge and Skills

    • Bachelor’s degree in business or relevant field, is preferred
    • Minimum of 1-3 years of experience in customer service or administrative support is ideal
    • Attention to detail and organization
    • Willingness to learn and suggest/implement improvements to the overall system
    • Computer skills using Microsoft Office (Outlook, Word, Excel) as well as Adobe Writer
    • WMS experience as well as Transportation of Dangerous Goods training required
    • Self-motivated, high energy, and engaging level of enthusiasm and positive outlook
    • Effective written and verbal communication skills and the ability to adapt communication style to the audience as needed
    • Software knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Teams, as well as Adobe Writer
    • Act legally and ethically in all professional relationships in adherence with Barentz’ values and fundamentals

    Work Environment

    Work is performed in a typical office setting, where the temperature is maintained throughout the year. There may be exposure to warehouse, production and/or laboratory facilities where proper PPE is required. Some samples are “limited quantity” dangerous goods. Special training may be required to ensure product hazards are identified and risk of exposure is mitigated.

    Physical Requirements

    The position is lightly to moderately active.  Some lifting, bending, twisting, and walking required.  Use of a computer and phone are required for verbal and written communications.


    If you are interested in joining our team, please forward your resume and cover letter to: