Product Sample Coordinator

Main Purpose:

1. Go-To-Market Samples

• Transact the GTM samples plan based on the seasonal Business Calendar.
• Ensures sample OTIF to enable GTM launch.
• Central point of contact for sample queries from Regional Teams.
• Full sample management end-to-end (demand and fulfilment).
• Accountable for the raising of orders on the vendors and reporting any discrepancies to the required delivery dates as defined by the GTM timetable.
• Administrative tasks which need to be maintained throughout the seasonal journey.
  Works closely with: Regional and Brand functions, Finance, Product Development, Sourcing, Vendors, third party logistics providers and accounts to raise, track, expedite and pay sample purchase orders.

2. Development Samples

• Keep track of development samples to ensure arrival for key milestone meetings, DR1, DR2 and RF.
• Be the central point of contact between Business Unit teams and Vendors

3. Ad-hoc Samples

• Manage all ad-hoc orders such as PR, Marketing, Seeding, Mock Shop

4. Product Data Management

• Measuring and reviewing our product data alongside the product community to ensure critical path stage gates are respected and maintained.
• Regular deadlines, especially associated with buy-readiness and purchasing are clearly communicated to key stakeholders in adherence to the business calendar.
• Risks to product creation deadlines are identified upfront and communicated to the relevant BU/supply chain.
• Works with Global Collection Merchandiser and Supply Chain to support on projects targeting business operation and product creation improvement.

Core Accountabilities:

Master Data

• Ensure customer master data is maintained within the Samples Systems such as addresses, phone numbers, email addresses.
• Ensure all vendor price information is maintained within Samples System.
• Ensure the Vendor master data relationships between GFR/GNFR vendor numbers are maintained and they have a maintained list of contacts by vendor.

Order Capture

• Collate regional demand into samples app to provide Purchase Orders for vendors using SAP and Samples App.
• Place orders based on business calendar and priorities provided by BU Managers.
• Report issues of ordering non-compliance to Global Collection Merchandiser and BU Managers

Order Expedite

• Report issues with late deliveries into the Global Collection Merchandiser and BU Managers.
• Expedite missing order confirmation or late dates with Territory Team or direct with vendors as appropriate.
• Ensure all issues with order fulfilment are updated in app with reason codes and supporting notes as appropriate.

Order Reporting

• Distribute delivery reports to customers on a regular basis.
• Distribute sample status reports to BU Managers in the run up to key stagegate meetings, highlighting late deliveries and risks.
• Manage shared mailbox with issues from customers re: missing deliveries, short deliveries, damage etc.

Order Management

• Raise SAP GNFR Pos.
• Release SAP GNFR PO’s upon reconciliation of Samples Invoices from vendors via the Accounts Payable process.
• Report PO discrepancies back to Accounts Payable and vendors where appropriate.
  Raise all DHL requests to helpdesk and 3PL account manager to expedite customs issues.
• Ensure shipping is compliant to relevant customs requirements and feedback where appropriate.

Misc.

• Work with Global Collection Merchandiser and BU Managers to maintain admin associated with updates to the GTM business calendar including the critical path, business Outlook calendar and shared documentation.

Key Outputs:

• Samples Purchase Orders released and managed to hit deadlines determined by seasonal business calendar and other promotional events.
• Maintained master data in the appropriate sample systems.
• Reporting / Analysis of order discrepancies and ensure all parties of informed of key issues.
• Pre-emptive reporting of issues at the point of confirmation from vendors.
• Provision of reports to sample customers of where shoes are for given orders/events
  Management of queries from customers to expedite products where necessary either through production delays or issues with customs.
• Ensure samples process is compliant with customs regulations.
• Feedback to vendors where delivered product has quality or quantity issues.
• Timely releasing of purchase orders as defined by Clarks AP policies.
• PD and PLM community clear on product creation deadlines.
• Improved disciplines around article create and product planning data.

Key Relationships:

Global Collection Merchandiser

Supply Chain
Third Party Logistics (ie DHL)
Brand / Marketing Team
Business Units: PLM and PD
Regional Demand Managers
Accounts Payable
IT
Territory Managers in region
Vendors

Essential Knowledge:

• Excellent working knowledge of Microsoft office particularly Excel
• Working knowledge of SAP purchasing
• Understanding of purchase order management and maintaining system data
• Good Understanding of Business Calendar and timelines

Successful Experience:

• Proven experience in purchase order management
• Proven organisational skills
• Proven experience in managing and reporting against large data sets
• Ability to work in a customer focused operation

Technical Skills:

• Excellent data management and organisation skills
• Intermediate and above Excel skills

Competencies:

• Time Management
• Excellent communication skills
• Managing workloads
• Team player
• Numeracy
• Meticulous attention to detail
• Able to work on own initiative

About Clarks

Clarks, based in Somerset, England, has been at the forefront of innovative shoemaking since its foundation in 1825, when brothers James and Cyrus Clark made a slipper from sheepskin off-cuts. Sparking revolutions and defining generations, Clarks’ archive of over 22,000 pairs includes the inimitable Desert Boot and Wallabee – and a ground-breaking combination of invention and craftsmanship remains at the heart of what the brand does now. Cutting-edge collaborations with cultural icons and KOLs, taking strides in social change, reimagining legendary silhouettes, and making shoes that move with the world ahead – Clarks is never standing still.