OVERALL PURPOSE

The Retail Administrator & Project Lead plays a critical role in enabling the success, scale, and consistency of Bullfrog Spas Factory Stores. This role supports the retail strategy by ensuring highly organized execution of day-to-day operations, cross-functional initiatives, and current and future retail projects across all Factory Store markets.

This position acts as the central coordination hub for retail initiatives-bridging leadership, store teams, vendors, and internal departments-while providing administrative excellence, project management discipline, and hands-on retail support when needed. The role ensures that priorities are clear, timelines are met, communication flows effectively, and execution standards are upheld.

RESPONSIBLE FOR

• Supporting retail leadership and store teams through strong administrative, project, and operational coordination
• Driving clarity, accountability, and follow-through across retail initiatives
• Coordinating execution across all Factory Store markets to support performance targets, consistency, and growth
• Ensuring retail projects are planned, documented, communicated, tracked, and delivered on time and within scope
• Acting as a trusted liaison between leadership, store teams, vendors, and internal partners

KEY DUTIES & RESPONSIBILITIES

1. Retail Operations & Administrative Support

• Provide day-to-day administrative and operational support to retail leadership and store teams
• Plan, schedule, and coordinate meetings, training sessions, events, store visits, and off-site initiatives
• Prepare agendas, document meeting minutes, and translate discussions into clear action items with owners and due dates
• Track follow-ups and ensure commitments are completed
• Manage travel arrangements, hotel bookings, meals, and logistics for leadership and retail teams
• Order and manage office, store, and training supplies

2. Project & Program Management

• Coordinate retail projects and initiatives from planning through execution and close-out
• Develop and maintain project timelines, milestones, and deliverables
• Monitor progress across teams, identify risks or delays, and proactively escalate issues
• Ensure projects are delivered on time, within budget, and to defined standards
• Support new store openings, remodels, system rollouts, retail pilots, and operational improvements
• Collect feedback from stakeholders and end users to assess effectiveness and identify improvement opportunities

3. Cross-Functional & Vendor Coordination

• Serve as a liaison between retail, finance, marketing, operations, service, IT, and external partners
• Coordinate with vendors and contractors regarding timelines, deliverables, documentation, and readiness
• Ensure projects and operations align with company policies, procedures, and compliance requirements
• Support vendor communication related to POP, signage, store materials, systems, and events

4. Retail Financial & Documentation Support

• Prepare and organize documents supporting retail financial processes, including:
• Budgets and forecasts
• Proformas and CapEx requests
• Store opening documentation
• Financing, POS, and spa transaction support
• Track deadlines and documentation requirements to ensure timely submissions and approvals
• Support data gathering and basic analysis to assist leadership decision-making

5. Training, Performance & Team Support

• Assist with onboarding, training coordination, and ongoing development initiatives
• Support performance management processes including feedback cycles, documentation, and review coordination
• Help ensure retail standards, processes, and expectations are clearly communicated and reinforced
• Act as a trusted point of contact for team members when questions, issues, or concerns arise
• Support off-site events with planning, logistics, POP ordering, and administrative execution

6. 6. Planning, Reporting & Continuous Improvement

• Set and manage daily, weekly, monthly, and quarterly priorities aligned with retail goals
• Maintain trackers, dashboards, and documentation to improve visibility and accountability
• Identify process gaps, inefficiencies, or risks and propose practical improvements
• Support continuous improvement initiatives focused on retail execution, communication, and scalability

SUCCESS MEASURES (WHAT GOOD LOOKS LIKE)

• Retail projects and initiatives are delivered on time, clearly communicated, and well-executed
• Leadership and store teams experience reduced friction, confusion, and rework
• Meetings result in clear outcomes, documented actions, and follow-through
• Retail operations feel organized, supported, and predictable
• New initiatives scale smoothly across markets with minimal disruption

REQUIRED SKILLS & EXPERIENCE

• Strong administrative, organizational, and project coordination experience
• Ability to manage multiple priorities across fast-moving retail environments
• High attention to detail with strong follow-through
• Excellent written and verbal communication skills
• Comfort working cross-functionally and with vendors
• Proficiency with common business tools (Microsoft Office, project trackers, POS or retail systems preferred)
• Retail, operations, or multi-location support experience preferred

PERSONAL TRAITS & BEHAVIORS

• Highly organized with excellent time management
• Clear, confident, and professional communicator
• Comfortable juggling multiple priorities and shifting demands
• Detail-oriented and accuracy-driven
• Goal-oriented with a bias toward action and execution
• Trustworthy and discreet with sensitive information
• Willing to embrace constructive conflict and problem-solving
• Committed, dependable, and accountable to results
• Proactive, adaptable, and improvement-minded