Retail Coordinator

Retail Coordinator

Reef is seeking a Retail Coordinator who will act as a dedicated support role for the VP of Retail/Brand Partnerships, keeping day-to-day retail operations across Reef's property portfolio moving. General tasks will include entering and tracking purchase orders, running reports, and following up on open items, so nothing falls through the cracks.

Responsibilities:

• Purchasing & Vendor Coordination
• Enter and track purchase orders across vendors and properties (e.g., YellowDog, vendor portals), ensuring orders are logged accurately and shipped on schedule.
• Field and route day-to-day vendor requests such as order confirmations, shipping details, art/proof approvals, invoice questions - coordinating with vendors and suppliers to facilitate deliveries and resolve any discrepancies.
• Coordinate special and reorder requests from property retail leads and GMs, confirming sizes, quantities, and shipping details before orders are placed.
• Coordinate internal product and order requests from other Reef teams and divisions (Real Estate, Owner Relations, Investor Relations, Reef 365, etc.).
• Maintain the inventory management system (IMS)/YellowDog, including building out PO templates, keeping item dimensions up to date, and maintaining current vendor contact information.

• eCommerce Support
• Support eComm platform maintenance, including assisting with managing out-of-stock items.
• Help keep product pages optimized and organized.
• Coordinate photography of new items.

• Events, Activations & Sales Support
• Support retail events, brand activations, and corporate programming, including logistics assistance and property-level coordination.
• Respond to group and corporate sales requests for product, including packaging, fulfillment, and communication with onsite teams.
• Assist with the coordination of internal company orders for swag and uniforms, ensuring timely distribution and replenishment.
• Support marketing initiatives as needed.

• Reporting & Analysis
• Complete end-of-month reporting for vendors and internal stakeholders, including sales summaries, inventory metrics, and retail performance recaps.
• Gather and analyze sales data to provide insights and recommendations for improving retail performance.
• Run recurring retail and inventory reports (PO status, open orders) for the VP and property teams.
• Maintain visibility into outstanding vendor invoices and payment follow-ups, flagging anything time-sensitive.

• Administrative & Operational Support
• Provide day-to-day administrative and operational support to ensure smooth functioning across all retail locations.
• Monitor and triage retail-related email and requests on the VP's behalf, closing out routine items and escalating anything requiring her judgment.
• Track open items to completion - proofs awaiting approval, PO confirmations, reorder requests - and generally handle the day-to-day follow-up the VP doesn't have bandwidth to get to.

• Brand Standards, SOPs and Asset Management
• Maintain and enhance retail Standard Operating Procedures (SOPs), ensuring documentation is up to date, accessible, and aligned.
• Assist with maintaining and updating Retail Brand Standards for all locations/projects, ensuring consistent logo usage, merchandise applications, and brand identity across platforms.
• Organize brand assets and share them internally and externally to support consistency in vendor communication, product development, and merchandising execution.
• Help coordinate rollout of Reef retail brand guidelines to property retail leads.

Qualifications:

• 1-3 years of experience in retail operations, purchasing, or executive/administrative support; hospitality or multi-location retail experience is a plus.
• Strong organizational skills and comfort managing multiple open items and vendors at once.
• Clear, professional written communication - this role represents Reef directly with vendors and property teams.
• Proficiency with Microsoft Outlook/Excel; experience with retail POS or inventory systems (e.g., YellowDog) is a plus.
• Discretion with confidential business information, consistent with Reef's data handling standards.
• Comfortable working in a hybrid arrangement based at or near a Reef property, with regular travel as needed.

Company Benefits:

• 401(k) Plan with Company Match
• Generous Health Plan with HSA Match
• Flexible Paid Time-off
• Daily Company Lunches
• Cell Phone Service Allowance
• Discounts at Company-owned Resorts and Golf Courses