Description

Position Summary

Sea Colony Recreational Association, managed by Troon, is seeking a highly organized, customer-focused, and detail-oriented Retail Operations Coordinator to support the daily operations of the Retail Department. This position plays a critical role in supporting the Beach Shoppe, Beach Concession, Tennis Pro Shop, and other retail operations through administrative support, inventory management, financial reporting, customer service, and point-of-sale system administration.

The ideal candidate thrives in a fast-paced hospitality environment, possesses strong retail and administrative experience, and enjoys working collaboratively with multiple departments while providing exceptional service to homeowners, guests, and staff.

This position requires working weekends and holidays during the summer season, including Memorial Day, Independence Day, and Labor Day.

Essential Duties & Responsibilities

Administrative Support

• Provide administrative support to the Retail Operations Manager and Retail Department.
• Answer telephones, respond to emails, maintain departmental correspondence, and greet homeowners, guests, vendors, and staff professionally.
• Maintain departmental files, records, reports, contracts, and operational documentation.
• Coordinate communication between Retail Operations and other Sea Colony departments.

Financial & Budget Administration

• Prepare and process purchase orders, invoices, expense reports, check requests, vendor payments, and related documentation.
• Monitor departmental expenditures and maintain accurate budget tracking spreadsheets.
• Reconcile invoices and assist Accounting with discrepancies and vendor follow-up.
• Maintain organized financial records in accordance with company procedures.

Reporting & Data Analysis

• Compile daily, weekly, monthly, and seasonal operational reports.
• Assist with analyzing sales, inventory, labor, and operational statistics.
• Prepare reports, spreadsheets, charts, and presentations for management and Board meetings.
• Assist with annual budgeting and forecasting.

Retail Operations

• Assist in the daily operation of:
• Beach Shoppe
• Beach Concession
• Tennis Pro Shop
• Other retail venues as assigned
• Provide exceptional customer service by resolving customer questions and concerns professionally.
• Assist with merchandise merchandising, pricing, receiving, and inventory control.
• Support seasonal operational planning and special events.

Inventory Management

• Monitor inventory levels and maintain accurate inventory records.
• Assist with receiving, transfers, cycle counts, and year-end physical inventory.
• Coordinate inventory replenishment with vendors.
• Assist in developing inventory plans before and after each season to maximize inventory turns and minimize shrinkage.

Point-of-Sale & Technology Support

• Program and maintain Point-of-Sale (POS) systems.
• Update pricing, inventory files, promotions, and product information.
• Serve as the Retail Department liaison with Information Technology and POS vendors.
• Troubleshoot hardware and software issues and coordinate technical support.

Customer Service

• Provide outstanding service to homeowners, guests, seasonal employees, and vendors.
• Assist customers with retail purchases, reservations, beach equipment rentals, and general inquiries.
• Resolve customer concerns in a courteous and professional manner.

Operational Support

• Assist with beach equipment operations during peak season when needed.
• Support seasonal staffing, scheduling, and administrative onboarding.
• Assist with departmental projects and operational initiatives.
• Perform other duties as assigned by the Retail Operations Manager.

Travel

• Attend one or two merchandise buying trips annually with the Retail Operations Manager.

Minimum Qualifications

Education

• Associate's or Bachelor's degree in Business Administration, Retail Management, Hospitality Management, or related field preferred.

Experience

• Minimum 3-5 years of administrative support experience.
• Minimum 3 years of retail operations or retail management experience preferred.
• Hospitality, resort, recreation, or property management experience is highly desirable.

Required Skills

• Excellent customer service and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving skills.
• Advanced Microsoft Office skills, especially:
• Excel
• Word
• Outlook
• PowerPoint
• Experience preparing financial reports and spreadsheets.
• Familiarity with inventory management systems.
• Experience with Point-of-Sale systems.
• Ability to learn new software quickly.
• Strong attention to detail and accuracy.

Physical Requirements

• Frequently sit, stand, walk, bend, and reach.
• Lift and carry 25-50 pounds.
• Walk between multiple retail locations and beach stations throughout the workday.
• Work indoors and outdoors in varying weather conditions during the summer season.

Schedule Requirements

This is a full-time position requiring flexibility.

The successful candidate must be available to work:

• Days
• Evenings (as needed during summer season)
• Weekends
• Holidays
• Extended hours during peak summer operations

Preferred Qualifications

Preference will be given to candidates with experience in:

• Hospitality or resort operations
• Retail management
• Inventory control
• Budget administration
• Financial reporting
• Microsoft Excel (advanced)
• POS administration
• Vendor management
• Data analysis and reporting