Retail Administrator & Project Lead
9 days ago
Riverton
Job Description OVERALL PURPOSE The Retail Administrator & 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. RESPONSIBLE FOR • 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 KEY DUTIES & RESPONSIBILITIES • Retail Operations & Administrative Support, • 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, • Project & Program Management, • 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, • Cross-Functional & Vendor Coordination, • 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, • Retail Financial & Documentation Support, • 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, • Training, Performance & Team Support, • 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, • Planning, Reporting & Continuous Improvement, • 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 SUCCESS MEASURES (WHAT GOOD LOOKS LIKE) • Retail projects and initiatives are delivered on time, clearly communicated, and well-executed, • Leadership and store teams experience reduced friction, confusion, and rework, • Meetings result in clear outcomes, documented actions, and follow-through, • Retail operations feel organized, supported, and predictable, • New initiatives scale smoothly across markets with minimal disruption REQUIRED SKILLS & EXPERIENCE • 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), • Retail, operations, or multi-location support experience preferred PERSONAL TRAITS & BEHAVIORS • 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 Job Posted by ApplicantPro