Retail Administrative Coordinator

Haymarket; Louisville (KY); On-site; GBP 30,000 - 35,000; Full time

Job summary

Haymarket in Louisville, KY is seeking a Retail Administrative Coordinator to act as the operational backbone of the store. You will manage back-office systems, vendor orders, pricing, and cash handling to enable frontline teams to deliver an exceptional guest experience.

The role emphasizes accuracy, routine, and teamwork—supporting purchasing, deliveries, and daily financial activities while ensuring compliance and smooth store operations.

Qualifications

• High school diploma or GED is required.
• 2–4 years of administrative support or retail operations experience preferred.
• Experience with basic bookkeeping or vendor invoicing is a plus.
• Retail, grocery, or hospitality background is desirable.

Responsibilities

• Answer calls and monitor emails; organize files and schedules.
• Prepare purchase orders and check vendor deliveries for accuracy.
• Maintain shelf tags, update pricing, and keep data in systems.
• Balance daily registers and assist with deposits and invoicing.
• Support SOPs, audits, and store projects.

Skills

Organizational skills

Financial basics

Tech literacy

Attention to detail

Communication

Education

High school diploma or GED

Associate degree in Admin/Accounting/Retail

Tools

Microsoft Office (Word/Excel/Outlook)

POS/inventory software

Job description

Location: Louisville, KY

Job Id:573

# of Openings:1

Love keeping systems running smoothly behind the scenes? Join the team at Haymarket!

About Us

The legacy of Ashbourne Farms is built on deep agricultural tradition, from breeding Shorthorn cattle to serving original farm-to-table cuisine. Today, that means responsibly raised animals, sustainably grown produce, and true care for our land. Through Haymarket, we celebrate the finest local and global artisans—bringing freshly harvested produce, artisan bread, pasture-raised meats, drive-thru coffee, and prepared foods straight from our soil to our shelves.

We are looking for a organized, detail-oriented, and dependable Retail Administrative Coordinator to join our crew! In this role, you are the operational backbone of the store. By keeping our back-office systems accurate, vendor orders on track, pricing consistent, and cash handled securely, you ensure our leadership and frontline teams can focus on delivering an incredible guest experience.

If you thrive in a steady, structured routine where accuracy matters and your team counts on your supportive follow-through, this is the perfect opportunity for you!

What You Will Do

Administrative Hub: Answer calls, monitor shared email inboxes, organize digital and physical files, and keep store schedules and operational deadlines on track.

Purchasing & Deliveries: Prepare approved purchase orders, receive vendor deliveries, check shipments for quality and accuracy, and resolve any order shortages or damages quickly.

Pricing & System Accuracy: Print and maintain shelf tags, execute promotional price updates on schedule, update item data in our systems, and keep customer-facing signage accurate.

Daily Cash & Bookkeeping Support: Balance daily registers, prepare bank deposits, maintain cash logs, track vendor invoices, and prepare checks for alcohol orders and deliveries.

SOP & Compliance Tracking: Keep standard operating procedures (SOPs), checklists, and operational forms current, supporting smooth internal audits and store projects.

How We Measure Success

Pricing & Inventory Integrity: Keeping shelf tags, POS data, and inventory levels consistent, aligned with margins, and responsive to customer demand.

Financial Control: Balancing registers, processing invoices, and adjusting COGS with minimal variance, zero compliance gaps, and tight reconciliations.

Smooth Daily Routines: Maintaining store SOPs and clear communication across store operations, the commissary, finance, and vendor partners.

Skills & Abilities You Need

Organizational Strength: Able to prioritize tasks, track recurring administrative routines, and meet daily and weekly deadlines without missing a step.

Basic Financial Know-How: Solid grasp of basic retail bookkeeping, cash balancing, invoice processing, and purchasing steps.

Tech Savvy: Strong working knowledge of Microsoft Office (Word, Excel, Outlook) along with experience using POS or inventory tracking software.

Eye for Detail & Problem-Solving: Able to spot and reconcile billing mistakes, shipment discrepancies, or pricing glitches before they become bigger issues.

Supportive Communication: A friendly, clear, and professional communication style when working alongside store associates, store leadership, and external delivery vendors.

Education & Experience Requirements

Education: High school diploma or GED required. An Associate degree in Business Administration, Accounting, Retail Management, or a related field is a plus!

Experience: At least 2-4 years of experience in administrative support, retail operations, basic bookkeeping, or office coordination preferred.

Industry Background: Past experience in retail, grocery, specialty markets, or hospitality is highly desirable.

Physical & Workplace Requirements

This role supports both back-office functions and active store floor operations. To succeed, you must be able to:

Stand and walk for extended periods during operational shifts.

Regularly lift, carry, push, and pull items up to 50 pounds.

Move freely between store aisles, storage spaces, kitchens, and receiving areas.

Safely navigate busy kitchen and back-of-house environments with exposure to heat, cold, steam, and sharp equipment.

Work a flexible schedule including mornings, evenings, weekends, and holidays based on business needs.

Haymarket is committed to creating an inclusive workplace and provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any kind in accordance with applicable federal, state, and local laws.