Office Administrator, Retail and Product Licensing

POSITION SUMMARY

Reporting to the Director of Retail & Licensing, the Office Administrator supports administrative and operational needs across Retail, Product Licensing, Ecommerce, and Retail Operations. The role coordinates vendor communication, purchase orders, invoices, meetings, inventory and shipment records, ecommerce support, and general office operations.

RESPONSIBILITIES

Provide administrative support to Retail, Ecommerce, Product Licensing, and Retail Operations leaders Manage calendars, meetings, travel, and departmental communications Prepare reports, presentations, spreadsheets, and other operational documents Maintain digital and physical files for contracts, vendors, invoices, and related records Support purchase orders, vendor onboarding, merchandise tracking, and sample coordination Maintain product setup, pricing, assortment updates, and approval documentation Track merchandising calendars, shipment schedules, launch timelines, and vendor communications Assist with inventory reporting, stock reconciliation, and operational data entry Maintain licensing agreements, approval records, and supporting documentation Coordinate communication among internal teams, licensors, licensees, and vendors Track product submissions, artwork approvals, deadlines, and style guide assets Support product uploads, descriptions, image coordination, and online assortment updates Monitor customer service inquiries and route issues as needed Assist with order management, fulfillment, shipment tracking, promotions, and launches Generate basic ecommerce sales and inventory reports Coordinate SOPs, training materials, compliance records, and other operational documentation Support communication across warehouse, store operations, ecommerce fulfillment, and vendors Track maintenance requests, operational supplies, store support needs, and special projects Assist with invoice reconciliation and budget tracking

QUALIFICATIONS

2–5 years of administrative, supporting retail operations, merchandising, ecommerce, or consumer products teams is preferred but not required High school diploma or GED equivalent Strong organizational skills with the ability to manage multiple priorities and deadlines Proficiency in Microsoft Office Suite, Google Workspace, and retail/ecommerce systems Strong written and verbal communication skills High attention to detail and accuracy Ability to work collaboratively across multiple departments Experience with ERP, POS, inventory, or ecommerce platforms is a plus

CORE COMPETENCIES

Analytical Rigor: Simplifies complex problems by using critical thinking to evaluate problems, gathering information, incorporating multiple perspectives, understanding causes, and identifying best‑possible solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations. Adopts an audience‑centric approach, understanding the needs of the audience and incorporating them, as appropriate, into the decision. Courageous Communication: Intentionally works well with others both on the team and cross‑functionally to achieve individual, team, department, or organizational goals. Values diverse input and working with others as a way to achieve the best output possible. Collaborative Excellence: Displays courage when handling difficult conversations and genuinely and intentionally communicates. Relays key messages effectively, targeted to specific audiences. Identifies others' communication styles and perspectives, adjusting language and approach accordingly. Employs active listening to understand, rather than reply. Asks for, integrates, and values feedback from team, peers, and leaders. Adaptive Resilience: Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity. Inclusive Interaction: Actively contributes to an environment in which all employees feel a sense of belonging, valued for their differences and empowered to participate and contribute freely. Salary: $26 - $30 per hour We are an Equal Opportunity Employer and are committed to Diversity, Equity, Inclusion, and Belonging. The Lucas Museum of Narrative Art embraces diversity and equal opportunity and fosters a work environment free of discrimination and harassment. Applications from traditionally underrepresented communities are encouraged. The statements in this description represent typical elements, criteria, and general work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the job. #J-18808-Ljbffr Medium