Department Coordinator

Whitney Museum of American Art•New York, NY

2d•Onsite

About The Position

The Department Coordinator (DC) is an integral part of daily and ongoing operation of the on-site retail business. This unique role carries independent responsibility to front- and back-of-house procedures, as well as serving as the primary substitute for any absent Assistant Manager. Through this role, the DC is a nimble leader of teams, custodian of process, and essential asset to our dynamic business. This position’s primary directive is to support departmental growth of retail revenue from existing and new channels. That task shall be supported by engaging with new software and systems to support the creation of an omnichannel environment and experience within the department. Working a schedule complementary to its colleagues, the DC is consistently a capable sales floor lead and supervisor to assistants. For departmental colleagues, the DC uses its unique departmental visibility to coordinate special events, propose novel and ongoing visual merchandising initiatives, and support ongoing directives of the Senior Manager.

Requirements

BA preferred but not required
Minimum 2 years of previous retail management
POS system administration and inventory management; retail analytics and business intelligence tools; proficiency with Microsoft Office, and retail management software.
Flexible availabity including weekends, evenings and holidays.
An appreciation of diverse audiences is essential.
Advanced fluency with Microsoft Excel inclusive of PivotTables and Data Validation, POS system administration, IT Systems, and inventory management; retail analytics and business intelligence tools; proficiency with Microsoft Office, and retail management software.
Additional languages a plus

Nice To Haves

The Department Coordinator must be a curious, adaptable, nimble and possess a passion for retail product, customer service and organizational standards.

Responsibilities

Opens store and supervises preparation for inventory and staff of the daily business
Coordinates with Sr Manager for typical and unusual events in anticipation of the effect on daily operations
Order bulk branded supplies, anticipate demand, and maintains levels
Coordinates inventory through damage process
With Sr Manager, plans and executes all uncommon sales events including staff sales and liquidation
Assists eCommerce team for order fulfillment as needed
Develops and coordinates updates to floor plan for ongoing arrivals and events, floor changes, fixture removals, and monitors adherence to Visual Merchandise standards with direction from Sr Manager and collaboration with Assistant Managers.
Ensures proper capturing of customer data, applications of discounts, and overall maintenance of retail POS standards and systems
In partnership with Assistant Managers, plans and revises floor plan coverage to suit needs and business merchandising
Monitors customer service interaction policies to guarantee ideal engagement and to maximize sales
Leads by example as salesperson and museum representative as in line with brand goals and institutional priorities
Opens and/or closes registers and records deposits and composes daily reporting
Plans and adapts daily break schedules as needed
Utilizes familiarity with Union guidelines for appropriate coordination of employee actions in planned as well as unexpected circumstances
Ensures scheduling optimized to traffic and revenue forecasts
Ensures all sales, service, and operating procedural standards through active engagement with teams and reference to manuals and handbooks
Closely monitors inventory records and identifies discrepancies to relevant colleagues
In partnership with the Assistant Managers, helps to ensure Loss Prevention, anticipating and preventing issues as well as coordinating with security, management, and authorities as needed in the event of occurrences
Ensures inventory levels on the floor are consistently and rapidly maintained and coordinates with Assistant Managers to execute restock as needed
Assists as needed in ongoing and as-necessary cycle counts
Carefully coordinates the ongoing organization of physical inventory for FOH needs and departmental standards
Receives and processes all physical inventory directly.
Oversees all departmental non-inventory inbound and outbound shipping and logistics, including fixturing, rentals, repairs, special projects, and publications
Executes floor changes, fixture removals and monitors adherence to Whitney Visual Merchandise standards
Ensures signage is properly displayed to department standards
Oversees daily cleaning checklists and monitors all furniture and fixtures for necessary updates
Serves as the main contact for daily and ongoing POS technology troubleshooting
Ensures staff is held to department standards and priorities
Supports Managers in Rescheduling staff for absences
Supports Managers in ensuring appropriate floor coverage for sales and loss prevention