Retail Operations Coordinator

HILLWOOD MUSEUM•Washington, DC

1d•$0 - $25•Onsite

About The Position

Hillwood Estate, Museum & Gardens is seeking a Retail Operations Coordinator to help keep the Museum Shop running smoothly behind the scenes. This position plays an essential role in the shop's day-to-day operations, supporting financial administration, staff scheduling, vendor coordination, inventory needs, marketing initiatives, and the sales team. As Retail Operations Coordinator, you will balance administrative and operational responsibilities with hands-on support of the Museum Shop. You will work closely with Museum Shop leadership, Accounting, Marketing, vendors, and the sales team to keep information accurate, deadlines on track, and the shop prepared for what's ahead.

Requirements

Strong attention to detail and the ability to maintain accurate financial and operational records.
Excellent organizational skills and the ability to manage multiple priorities and deadlines.
Confidence working with spreadsheets, basic financial reporting, and computer-based administrative systems.
Experience with point-of-sale systems or the ability to learn new systems quickly.
Strong written and verbal communication skills and the ability to work effectively with a diverse team and clientele.
A proactive approach to problem-solving and the ability to anticipate operational needs.
Flexibility and the ability to balance administrative responsibilities with customer-facing support in a fast-paced retail environment.
Ability to stand, walk, and/or sit for extended periods.
Ability to move throughout Hillwood's buildings and campus grounds.
Ability to navigate stairs and varying terrain.
Ability to lift, carry, push, or move up to 20 pounds unassisted.

Nice To Haves

Experience with accounting, bookkeeping, accounts payable, retail operations, or similar administrative work is a plus.

Responsibilities

Preparing daily Museum Shop sales summaries and submitting reports to Accounting.
Processing vendor invoices, maintaining expense and payment records, and helping ensure vendors are paid accurately and on time.
Preparing end-of-month reports from the point-of-sale system and Shopify.
Coordinating change requests with Accounting and collecting required documentation, including W-9s from new vendors.
Maintaining organized and accurate SharePoint records, including budget and invoice logs, sales and visitation data, meeting minutes, sales goals, and other operational documents.
Creating and maintaining Museum Shop staff schedules at least 3–4 weeks in advance to ensure appropriate coverage.
Coordinating operational details for pop-up shops, including inventory, pricing and tagging, marketing materials, tables, setup, and event inventory.
Maintaining the shared marketing calendar for events, promotions, and new products and coordinating updates with the Marketing team.
Monitoring Museum Shop supplies, including packaging materials and receipt paper, and placing orders as needed.
Preparing onboarding materials for new hires and distributing and posting minutes from bi-monthly team meetings.
Supporting back-office functions, including reviewing invoices, tracking sales information, and completing other administrative tasks.
Stepping onto the sales floor as needed to provide excellent customer service and point-of-sale support.
Participating in the Museum Store Association (MSA) community through professional development, networking, and industry engagement.