Inventory Control Coordinator

Department:

Museum Gift Shop

Title:

Inventory Control Coordinator


Status:

Exempt, Full-time


Work Schedule:

Comprises ten 8-hour days in a two-week period.


Travel:

0 - 10%

Job Summary:

This role is responsible for managing the shop inventory which includes tasks such as receiving and shipping, maintaining inventory accuracy, and implementing the annual physical inventory.


Key Job Elements:

Inventory

• Monitor and maintain accurate inventory data
• Initiate transfers of Hillwood Publications and maintain stock levels in Shop and Shop Storage
• Manage Warehouse and Garage storage areas with a focus on organized, efficient storage
• Conduct weekly audits to identify discrepancies, improve data accuracy, and reconcile physical spot counts with system records. Make corrections as required
• Collaborate with the Head of Retail Operations to optimize stock levels and reorders
• Process all incoming orders ensuring accuracy and checking for damage/defective item
• Coordinate with vendors to reconcile short ships and damaged merchandise. Ensure replacements or credits are received
• Sticker incoming merchandise and prepare it to feed out onto the sales floor
• Process all outgoing orders for online sales and in-store shipments requests
• Assess Shop and Shopify shipping charges and recommend changes as needed
• Monitor inventory levels across all categories and recommend promotions or markdowns or re-merchandising to promote sales
• Implement pricing changes, bundling, promotions and sales in the POS
• Enter purchase orders as needed
• Weekly monitoring of supplies and shipping materials, ordering as needed
• Serve as the resident POS expert
• Plan, prepare for and implement the annual physical inventory
• Provide sales floor support as needed
• Collaborate with the Museum Shop & Sales Manager to ensure products are received and prepared for all special events. Arrange return of unsold merchandise, as necessary
• Create customer accounts (with associated discounts) to monitor staff, board, and volunteer shopping patterns
• Weekly transfer of membership data from Tessatura
• Work with the Marketing Manager and the Director of External Affairs to highlight merchandise for gift guides, emails and social media
• Consistently communicate in a way that embodies Hillwood's standards and spirit of generosity. Maintain transparent communication. Appropriately communicate organizational information through department meetings, one-on-one meetings, and regular interpersonal communication.

Organizational Relationships

• Reports to the Head of Retail Operations and Shop Experience
• Works closely with Museum Shop & Sales Manager
• Works with the Marketing Manager and the Director of External Affairs
• Interacts with various levels of staff and volunteers

Requirements :

Knowledge

• 3+ years of experience in a similar position
• Experience with various shipping methods
• Expert understanding of POS systems and inventory control methods

Skills

• Polished writing and speaking ability and strong interpersonal skills.

• Demonstrated time management skills
• Demonstrated focus on details
• Ability to analyze data and make decisions to best support the shop experience.
• Access and employ job-related computer software (i.e. Microsoft Office, Office 365)) at an effective proficiency level.

Abilities

• Excellence in detail work
• Goal-driven strategic thinker.
• Works independently with limited supervision.
• Adept at correspondence and other required materials in support of department activities.
• Well organized with a strong detail orientation and penchant for action.
• Customer service orientation and mindset.
• Embrace new ideas and concepts. Open to collaboration.

Work Environment and Physical Conditions:

The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job or may be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent the Company may do so without undue hardship. The term "qualified individual with a disability" means an individual who with or without reasonable accommodation can perform the essential functions of the position.


While performing the duties of this job, the employee is frequently required to follow and give oral and written instructions; stand, walk, and/or sit for extended periods of time with limited breaks; use hands to finger, handle or feel, reach with hands and arm, and reach above shoulder height. The employee is regularly required to climb or balance, squat, kneel, and crouch. The employee is occasionally required to detect smells and lift, drag and/or move up to 50-70 pounds unassisted. The employee is required to visually or otherwise identify, observe, and assess. Special vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is required to move about their work area, between buildings and the campus grounds, and ascend and descend stairs and steep terrain. While performing the duties of this job, the employee is subject to outdoor weather conditions and temperatures, which at times can be extreme. The noise level in the work environment is usually moderate and general does not require the use of hearing protection equipment.


Notice :

The preceding job description indicates the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time nor does it proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.