• Irvine, California
• Manufacturing
• $25K-$28K
• Full Time regular employee
•  M-F：8:30-17:00
•  New

Job Description

Position
Sales & Marketing Samples Assistant- Marketing 

Summary
​​​​​​​The Sales & Marketing Samples Assistant is responsible for overseeing the end-to-end sterile sample request and tracking process for the sales organization. This role ensures full compliance with FDA, company, and internal audit requirements by managing sample orders, monitoring field usage, and enforcing timely submission of product evaluation and tracking forms. The Sales & Marketing Samples  Assistant serves as the primary point of contact for sales representatives regarding sterile sample procedures, documentation, and compliance expectations The role of Sales & marketing Samples Assistant includes supporting daily activities of sales representatives and creation of monthly reports to headquarter in Japan. 

Essential Duties
​​​​​​​Sterile Sample Management
• Process and manage sterile sample orders submitted by sales representatives, ensuring accuracy and timely fulfillment.
• Maintain up-to-date inventory records for sterile samples and reconcile discrepancies when needed.
• Coordinate with warehouse, inventory, and logistics teams to ensure proper handling, storage, and shipment of sterile samples.

Compliance & FDA Requirements
 • Under the supervision, ensure all sterile sample activities adhere to FDA regulations, internal SOPs, and audit standards.
• Track and monitor sample usage to confirm alignment with designated evaluation purposes.
• Under the supervision, maintain organized, audit-ready records of all sample orders, forms, and usage data.
​​​​​​​ • Identify compliance gaps or inconsistencies and escalate issues to management when necessary.

Sales Representative Support & Follow-Up
• Under the supervision, serve as the main resource for sales reps on sterile sample processes, documentation, and expectations.
• Ensure timely submission of product tracking and evaluation forms from sales reps.
• Under the supervision, follow up proactively with reps who are late, missing, or incomplete in their required documentation.
• Under the supervision, provide reminders, guidance, and training as needed to maintain adherence to procedures. Generate routine reports for management summarizing sample activity, compliance status, and outstanding submissions

Monthly reports to headquarters

Under the supervision, create and submit monthly reports to headquarters in Japan; expense results, sales forecasts, employee roster updates. 

Working Hours, Working style
M-F: 8:30-17:00

Working Location
Irvine, CA
On-Site

Salary/Benefit
$120-150K

Holidays
Saturdays, Sundays, Holidays

Qualifications
​​​​​​​ Core Competencies
• Strong inventory management skills with accuracy and attention to detail.
• Ability to perform and stay consistent with repetitive operational tasks.
• Professional communication skills and cross-functional collaboration.
• Commitment to compliance and proper handling of all inventory and marketing materials.
• Fluency in Japanese

Minimum Qualifications:
• Strong proficiency in Microsoft Excel (e.g., VLOOKUP, pivot tables, data entry and analysis)
•Power BI or similar data visualization tool experience (preferred)
• 1–3 years of experience in inventory management, logistics, or warehouse coordination • Advanced Microsoft Excel skills
• Strong sense of accuracy and responsibility
• Clear and timely communication with internal teams • Ability to manage recurring operational tasks with consistency and care
• Basic proficiency with Zoom or similar video conferencing tools Qualifications –

Preferred:
• Experience with data tools such as Power BI or Salesforce 

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