Experience Operations Coordinator

Job Description

Job Description

The Role at a Glance

The Experience Operations Coordinator is the backstage operator behind FAO Schwarz’s immersive experiences, ensuring teams always have the materials, tools, and systems needed to bring each moment to life.

Owning the operational ecosystems behind our experiences, you manage inventory, documentation, experience tools, and technology while ensuring internal processes and the website are aligned.

Think of it as stage management for retail, ensuring the props are ready, the script is updated, and the show runs smoothly every day.

Creating the Magic

As the Experiences Operations Coordinator, you will:

• Serve as the main operational coordination hub for experiences, making sure teams always have the materials, tools, and information they need to provide seamless guest moments.
• Own and maintain all experience stockroom spaces, organizing materials, components, and tools to enhance efficiency, safety, and accessibility.
• Track and maintain all experience inventory, including sellable items and operational components, ensuring the experiences always have the materials needed to run smoothly without interruption.
• Monitor inventory levels and usage patterns to proactively prevent out-of-stock situations, partnering with Planning, Merchandising, and Logistics teams to maintain appropriate stock levels.
• Own the damages process and identify and resolve shipment discrepancies, inventory mismatches, and stock errors, partnering with Operations and Logistics to maintain accurate and reliable stock records.
• Own and maintain all operational tools and technology used in experiences, including iPads, printers, media, and other equipment needed to deliver guest interactions.
• Maintain and update experience documentation, training packs, and component references, ensuring internal materials and website content accurately reflect the experiences delivered in store.
• Collaborate with Visual, Operations, Store Leadership, and Sales & Experience teams to ensure new experiences, updates, and seasonal launches are operationally prepared and aligned with FAO Schwarz standards and partner brand requirements.
• Identify opportunities to improve how an experience operates and sells by sharing operational insights, usage trends, process improvements, and feedback from experience teams.

What Success looks like

You’re doing well in this role when:

• Experiences proceed smoothly without interruptions from missing materials, operational problems, or stock shortages.
• Experience teams can confidently rely on organized stockrooms and well-maintained tools and components.
• Inventory discrepancies and shipment problems are promptly identified and fixed before affecting operations.
• Experience documentation and training materials stay accurate as experiences change.
• New experiences and promotions launch smoothly with all elements in place.
• Experience tools and technology remain functional and guest-ready.
• Operational insights and process improvements enhance experiences by making them more efficient and consistent.
• Clear communication between teams keeps everyone in the loop, and the experience consistent with brand standards.

This role aligns with Level 3 in our Career Framework, operating with a high level of autonomy while executing and adapting established processes to deliver consistent outcomes across various tasks. The Experience Operations Coordinator solves operational problems, coordinates across teams, and owns defined areas of responsibility without direct people management.

What you’ll bring

You don’t need to be perfect; just creative, capable, and curious.

• 2-4 years of experience in retail operations, inventory management, production support, or a similar operational role.
• Strong organizational skills and attention to detail, with the ability to handle multiple priorities and adapt to the needs of each experience.
• Confident collaborating across multiple departments, including Operations, Visual, Planning, and Leadership teams.
• Ability to work independently while staying aligned with broader operational priorities.
• Technologically savvy with high levels of comfortability working across inventory systems, Microsoft Office Suite, and other miscellaneous tech platforms
• Strong communication skills with the ability to convey operational needs across teams.
• Experience in experiential retail, events, theatre production, or operational coordination is a plus.
• Flexible availability, including evenings, weekends, and holidays, aligned with flagship retail hours.
• Ability to lift up to 25 pounds and work in stockroom environments as needed.

This job description should not be construed to contain every function/responsibility that may be required to be performed by this role. Employees are required to perform other related functions as assigned.

The Perks of Play

Because Magic should be rewarding.

• Competitive hourly pay
• Generous bonus structure
• Medical, Dental, and Vision Plans
• Paid time off + Paid & Unpaid Sick Time
• Team member discount
• Commuter benefits
• 401k match
• Opportunities for growth
• Training that builds confidence, skills, and product knowledge
• A workplace that celebrates creativity, individuality, and joy

Our Commitment

FAO Schwarz is proud to be an inclusive workplace where everyone feels welcome to bring their full selves to work. We believe diverse perspectives make the magic stronger, and we are committed to creating an environment where everyone can thrive.