Retail Operations and Projects Coordinator

Posted on 08/23/2019

Retail Operations and Projects Coordinator
Philbrook Museum of Art – Application Deadline: Open until filled

Set within a twenty-five acre site three miles from downtown Tulsa, Philbrook's main campus is a unique combination of historic house, modern museum complex, and beautifully gardened property. In 2013, the Museum expanded with the opening of Philbrook Downtown - a 30,000 sq. ft. satellite facility located in the heart of Tulsa's vibrant Brady Arts District.

Distinguished by nationally recognized collections, facilities, and gardens, it is the premier cultural institution in the city of Tulsa and a statewide leader in the cultural life of Oklahoma.

Position Overview
Philbrook Museum of Art is seeking a Retail Operations and Projects Coordinator for the Museum Store. This position is responsible for daily operational, administrative, and technical support that drives integrated sales revenue. The Coordinator leads retail project logistics and technology projects by overseeing the efficiency and productivity of the POS, inventory, and online sales software. Train and develop team members on retail processes and maintain customer, vendor, and staff rapport. The Operations & Projects Coordinator leads by example and works to promote a collaborative and customer focused environment. This position is a full-time, non-exempt position at 35 hours weekly with availability to work during museum operating hours of 9:00 a.m. to 5:00 p.m., Wednesday – Sunday, and 9:00 a.m. to 9:00 p.m. on Friday, with flexibility to work weekend evenings or holidays for special events as needed. Philbrook offers medical, dental, vision, life insurance, and other perks with paid time off.

Operations: Support logistic and administrative special projects including, internal communications systems to coordinate projects and e-commerce. Maintains detailed accounting and processing procedures for point of sale/inventory management system. Oversee online and email/phone order fulfillment and ship orders to vendors and customers. Lead all shop packing and shipping efforts to include logistical trouble shooting as needed, while ensuring items are properly recorded and monitored. Responsible for establishing vendor and customer relationships and follow up when shipping product. Collaborate with Shop Manger to improve efficiency of operations and control expenses.

Sales: Provide leadership and continuous training and development in product knowledge and shop operations processes to optimize sales and ensure team exceeds customer expectations. Update staff scheduling with Manager based on business needs and event coverage. Administer staff sales incentive and motivate sales productivity; provide sales reports to manager. Administer interdepartmental projects and follow up for sales implementation. Perform and lead all sales roles as needed.

Remote and E-commerce: Lead online logistics. Set up and coordinate product details including photography, descriptions, shipping for review by the manager, and coordinates interdepartmentally as needed for overall branding. Troubleshoot issues for all remote sales and processes orders and ensures transactions track properly. Process accounting, sales, and inventory details.

Inventory: Oversee all receiving functions including tracking packaging slips, invoice reconciliation, and inventory control. Unpack and inspect merchandise in a timely manner to maintain merchandise flow and efficient accounting processing, and accurately receive all merchandise into POS system for accounting accuracy. Report and process damages and shortages. Communicate with vendors to resolve any issues in a friendly manner while communicating established purchasing terms. Adjust daily inventory needs as necessary, maintain accurate inventory controls, and perform daily POS reporting. Coordinate labeling and maintain inventory management system. Lead daily inventory control efforts and track/monitor through the point of sale system to prevent loss. Lead annual and updated physical inventory counts for system processing.

Technology: Provide technical support for all shop equipment as needed and trains staff to maintain efficient retail operations and customer experiences. Lead point of sale and inventory system updates while streamlining internal and external technical support efforts. Perform weekly import of member information into point of sale system to grow customer loyalty. Operate, train, manage and trouble shoot all shop equipment needs. Monitor work orders for maintenance of shop equipment and fixtures.

Maintain prompt and reliable attendance to successfully perform job duties

Required Qualifications

  • Ability to interact with a diverse population in a helpful, friendly, and professional manner
  • Interpersonal skills that quickly develop rapport and maintains effective relationships
  • Ability to lead and coach a team that motivates staff to meet goals
  • Effective communication and organizational skills
  • Strong attention to detail
  • Ability to take direction and self-motivated with ability to work on concurrent projects
  • Proven ability to work in a fast-paced environment and flexibility to changing priorities
  • Strong computer skills with the ability to learn new software


  • Associates degree preferred, or equivalent combination of education, training, and experience.
  • Two years of related service industry experience
  • Advanced knowledge of retail operating system software preferred
  • Supervisory experience in retail operations where goals were met and maintained is preferred

Interested candidates should send a cover letter and resume via e-mail to [email protected].