Retail Administrator & Project Lead

Bullfrog Spas•Bluffdale, UT

About The Position

The Retail Administrat or & Project Lead plays a critical role in enabling the success, scale, and consistency of Bullfrog Spas Factory Stores. This role supports the retail strategy by ensuring highly organized execution of day-to-day operations, cross-functional initiatives, and current and future retail projects across all Factory Store markets. This position acts as the central coordination hub for retail initiatives-bridging leadership, store teams, vendors, and internal departments-while providing administrative excellence, project management discipline, and hands-on retail support when needed. The role ensures that priorities are clear, timelines are met, communication flows effectively, and execution standards are upheld.

Requirements

Strong administrative, organizational, and project coordination experience
Ability to manage multiple priorities across fast-moving retail environments
High attention to detail with strong follow-through
Excellent written and verbal communication skills
Comfort working cross-functionally and with vendors
Proficiency with common business tools (Microsoft Office, project trackers, POS or retail systems preferred)
Highly organized with excellent time management
Clear, confident, and professional communicator
Comfortable juggling multiple priorities and shifting demands
Detail-oriented and accuracy-driven
Goal-oriented with a bias toward action and execution
Trustworthy and discreet with sensitive information
Willing to embrace constructive conflict and problem-solving
Committed, dependable, and accountable to results
Proactive, adaptable, and improvement-minded

Nice To Haves

Retail, operations, or multi-location support experience preferred

Responsibilities

Supporting retail leadership and store teams through strong administrative, project, and operational coordination
Driving clarity, accountability, and follow-through across retail initiatives
Coordinating execution across all Factory Store markets to support performance targets, consistency, and growth
Ensuring retail projects are planned, documented, communicated, tracked, and delivered on time and within scope
Acting as a trusted liaison between leadership, store teams, vendors, and internal partners
Provide day-to-day administrative and operational support to retail leadership and store teams
Plan, schedule, and coordinate meetings, training sessions, events, store visits, and off-site initiatives
Prepare agendas, document meeting minutes, and translate discussions into clear action items with owners and due dates
Track follow-ups and ensure commitments are completed
Manage travel arrangements, hotel bookings, meals, and logistics for leadership and retail teams
Order and manage office, store, and training supplies
Coordinate retail projects and initiatives from planning through execution and close-out
Develop and maintain project timelines, milestones, and deliverables
Monitor progress across teams, identify risks or delays, and proactively escalate issues
Ensure projects are delivered on time, within budget, and to defined standards
Support new store openings, remodels, system rollouts, retail pilots, and operational improvements
Collect feedback from stakeholders and end users to assess effectiveness and identify improvement opportunities
Serve as a liaison between retail, finance, marketing, operations, service, IT, and external partners
Coordinate with vendors and contractors regarding timelines, deliverables, documentation, and readiness
Ensure projects and operations align with company policies, procedures, and compliance requirements
Support vendor communication related to POP, signage, store materials, systems, and events
Prepare and organize documents supporting retail financial processes, including: Budgets and forecasts Proformas and CapEx requests Store opening documentation Financing , POS, and spa transaction support
Track deadlines and documentation requirements to ensure timely submissions and approvals
Support data gathering and basic analysis to assist leadership decision-making
Assist with onboarding, training coordination, and ongoing development initiatives
Support performance management processes including feedback cycles, documentation, and review coordination
Help ensure retail standards, processes, and expectations are clearly communicated and reinforced
Act as a trusted point of contact for team members when questions, issues, or concerns arise
Support off-site events with planning, logistics , POP ordering, and administrative execution
Set and manage daily, weekly, monthly, and quarterly priorities aligned with retail goals
Maintain trackers, dashboards, and documentation to improve visibility and accountability
Identify process gaps, inefficiencies, or risks and propose practical improvements
Support continuous improvement initiatives focused on retail execution, communication, and scalability