Operations Coordinator (Retail Ops & Executive Support)

POP MART; Culver City (CA); On-site; USD 75,000 - 90,000; Full time

Benefits offered by this job

401k

Health insurance

Paid time off

Paid sick leave

Family leave

Job summary

POP MART in Culver City, CA is seeking an Operations Coordinator (Retail Ops & Executive Support) to join our retail team on-site. This role splits focus between executive support for the Head of Retail and day-to-day retail operations, communications, and reporting.

You will manage calendars across U.S. and China time zones, coordinate travel, prepare meetings with agendas and KPIs, and contribute to presentation materials.

Qualifications

• Bachelor's degree or equivalent practical experience.
• 3+ years in an executive assistant, administrative, retail operations, or coordination role; experience supporting senior leaders in a retail environment preferred.
• Experience in a fast-scaling, multi-unit retail environment is a plus.

Responsibilities

• Manage the Head of Retail's calendar across U.S. and China time zones; prioritize requests and protect time for priorities.
• Coordinate domestic and international travel; manage expenses.
• Prepare the Head of Retail for meetings with agendas, briefing materials, KPIs, and follow-up trackers.
• Draft and format presentations for Executive Leadership and cross-functional meetings; ensure on-brand, data-driven materials.
• Handle confidential communications and information with discretion.
• Plan leadership meetings, offsites, and team events; own end-to-end logistics.
• Serve as primary contact for the Head of Retail with LA support center, China HQ, and partners.
• Draft, schedule, and distribute weekly store communications and operational updates.
• Maintain operations dashboards and reports (KPIs, payroll, attendance) and support NSO/ROBO shop logistics.

Skills

Organizational skills

Time management

Microsoft Office

Outlook

PowerPoint

Excel

Communication skills

Discretion

Cross time-zone collaboration

Mandarin (nice to have)

Education

Bachelor's degree in Business/Communications/ Retail Management (or related)

Equivalent practical experience

Tools

None

Job description

Position

Operations Coordinator (Retail Ops & Executive Support)

Location

Culver City, CA

Department

Retail Operations

Opportunity Overview

We follow an office policy with an expectation of five days per week working onsite. Being together in person helps us collaborate, stay connected, and build a strong team culture. At POP MART, we foster a high‑trust environment and trust our employees to make decisions that support both the team and the business.

Role Summary

The operations Coordinator is a dual‑focus role at the heart of POP MART North America’s retail organization. Approximately 50% of the role provides dedicated executive and administrative support to the Head of Retail, and 50% supports the Retail Operations team in day‑to‑day execution of store operations, communications, and reporting.

What You Will Achieve

Executive & Administrative Support to the Head of Retail (approx. 50%)

• Manage the Head of Retail's calendar, including scheduling across U.S. and China (HQ) time zones, prioritizing conflicting requests, and protecting time for critical business priorities.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and store visit logistics; prepare and submit expense reports in a timely and accurate manner.
• Prepare the Head of Retail for meetings and store visits: assemble agendas, briefing materials, pre‑reads, KPI snapshots, and follow‑up trackers; capture notes and action items and drive them to closure.
• Support the creation and formatting of presentations for Executive Leadership, field town halls, and cross‑functional meetings, ensuring materials are polished, data‑driven, and on‑brand.
• Draft, proofread, and manage correspondence and communications on behalf of the Head of Retail, maintaining a professional and consistent voice.
• Handle sensitive and confidential information — including personnel, financial, and strategic matters — with absolute discretion and sound judgment.
• Plan and coordinate leadership meetings, offsites, market visits, and team events, owning logistics end to end (venues, catering, materials, technology, and agendas).
• Serve as a professional first point of contact for the Head of Retail, liaising with the Los Angeles support center, China HQ, field leaders, and external partners.

Retail Operations Support (approx. 50%)

• Support the cadence of store communications: help draft, format, schedule, and distribute weekly communications, operational updates, and policy rollouts to stores and field leaders, in partnership with the Store Communications Coordinator.
• Assist with operational reporting: gather data inputs, maintain recurring reports and dashboards (e.g., KPIs, payroll and attendance tracking, checklist completion), and ensure accuracy and on‑time delivery.
• Support New Store Opening (NSO) and ROBO Shop execution: track milestones, coordinate supply and material orders, manage vendor and shipping logistics, and support Grand Opening readiness in partnership with the NSO Coordinators.
• Maintain the Operations team's document library, including SOPs, policies, templates, and training materials, ensuring the latest versions are organized and accessible.
• Process and track purchase orders, invoices, and Operations budget items; follow up with vendors and Finance to resolve discrepancies.
• Coordinate meetings, agendas, and follow‑ups for the Operations team, and support cross‑functional projects with Real Estate, Construction, HR, L&D, Marketing, Finance, and Visual Merchandising.
• Respond to and triage inbound requests from stores and field teams, routing questions to the right owner and closing the loop on time‑sensitive issues.
• Identify opportunities to simplify and streamline administrative and operational processes, and support ad hoc projects as the business scales.

What You Will Need

Education & Experience

• Bachelor's degree in Business, Communications, Retail Management, or a related field, or equivalent practical experience.
• 3+ years of experience in an executive assistant, administrative, retail operations, or coordination role; experience supporting senior leaders in a retail or consumer brand environment strongly preferred.
• Experience working in a fast‑scaling, multi‑unit retail environment is a plus.

Skills & Capabilities

• Exceptional organizational and time‑management skills, with the ability to juggle competing priorities across two workstreams and consistently meet deadlines.
• Strong proficiency in Microsoft Office, especially Outlook, PowerPoint, and Excel (pivot tables, VLOOKUP, and chart creation preferred).
• Excellent written and verbal communication skills, with strong attention to detail and the ability to write clearly for store, field, and executive audiences.
• High degree of discretion, professionalism, and sound judgment when handling confidential information.
• Proactive, resourceful, service‑oriented mindset — anticipates needs, solves problems independently, and follows through without reminders.
• Comfort working across time zones and cultures, including regular coordination with the Los Angeles support center and China HQ; Mandarin language skills are a plus but not required.
• Flexibility to occasionally support early morning or evening coordination (time zones), store visits, and events.

What We Offer

• Market‑competitive packages: 401k, health insurance, PTO, paid sick leave, and family leave.
• Growth opportunities: on‑the‑job training, leadership development, and stretch assignments to advance your career.
• Career development: opportunities to take on larger responsibilities as POP MART's North America business scales rapidly.

Physical Requirements

• Must be able to remain in a stationary position (e.g., seated or at a desk) for extended periods while operating a computer or other office equipment.
• Must be able to occasionally lift or move items weighing up to 25 pounds.

Salary

The base salary range for this position is $75,000–$90,000 annually. This range is provided in accordance with applicable state and local pay transparency laws and may vary based on geographic location. Individual compensation will be determined based on factors including job‑related knowledge, skills, experience, and qualifications. This position may also be eligible to participate in the Company’s incentive compensation program.

Equal Opportunity Employment

POP MART is committed to fostering a safe, inclusive, and respectful workplace where everyone is treated with dignity and respect. We are an Equal Opportunity Employer and provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, marital status, disability, medical condition, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Hiring

For applicants located in Los Angeles or San Francisco: In accordance with applicable local Fair Chance laws, POP MART conducts criminal background checks only after a conditional offer of employment has been made. Qualified applicants with criminal histories will be considered in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance (Los Angeles Municipal Code § 189.04) and the San Francisco Fair Chance Ordinance, as applicable.

Reasonable Accommodation

Applicants who require a reasonable accommodation during the application or hiring process may request assistance by emailing [e-mail].

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The qualifications, skills, abilities, and physical demands described in this job posting are representative of those required to perform the essential functions of the position. Reasonable accommodation may be provided to qualified individuals with disabilities to enable them to perform the essential functions of the job.