Retail Administrator

The Madison Club; La Quinta (CA); On-site; USD 83,097,000 - 85,962,000; Full time

Benefits offered by this job

Competitive Pay

Medical, Dental, Vision Benefits

401k Contribution

Paid Time Off and Holidays

Employee Meals & Recognition Programs

Professional development & upwardmobli

Work-Family Culture

Job summary

The Madison Club in La Quinta, California, seeks a Retail Administrator to provide quality support to the Director of Retail and Spa. You will assist with financial updates for the retail model, sourcing, buying, and customizing products, and may handle retail sales and event planning.

Responsibilities include updating sales reports, managing open-to-buy processes, coordinating vendor relationships, and supporting shop openings and merchandising efforts.

Qualifications

• 1–3 years retail experience or equivalent in a golf/specialty store.
• Excellent communication skills and ability to multitask across multiple properties.
• Knowledge of Excel and Word software.
• Knowledge of point‑of‑sale systems preferred.

Responsibilities

• Update assigned Sales by Category reports via POS reports monthly.
• Update all OTB information from Inventory Management System into Buying Plan formats.
• Assist in sourcing/purchasing of custom and seasonal products and basic inventory items.
• Assist in purchasing seasonal merchandise programs through open to buy and On Order maintenance.
• Maintain corporate PO procedures in relation to OTB numbers and On Order Tracking.
• Set up new vendors and coordinate with vendor and property accounting for payments.
• Help manage On Order deliveries and track vendor shipments to the shop.
• Assist with shop openings: SKU pricing, receiving, tagging and prepping deliveries.
• Assist members with purchases and inquiries, and participate in events and trunk shows.

Skills

Retail experience

Communication skills

Golf retail knowledge

Multitasking

Tools

Excel

Word

POS systems

Job description

The Retail Administrator will be responsible for initiating and offering quality support services to The Director of Retail and Spa. The Retail Administrator will also be responsible for supporting financial updates for The Madison Club's Retail Business Model as well as creative assignments for sourcing, buying and customizing products within project deadlines. You may also be responsible for retail sales, special event planning, monthly inventory and visual merchandising.

Key Responsibilities

• Update assigned Sales by Category reports via POS reports monthly
• Update all OTB information from Inventory Management System (Blacks or other) into Buying Plan formats
• Assist in the sourcing/purchase of custom product, seasonal product and basic inventory items based on forecasts and open to buy program.
• Assist in the purchase of seasonal merchandise programs through open to buy program and On Order maintenance
• Maintain corporate purchase order procedure in relation to OTB numbers and On Order Tracking
• Adhere to all policies and procedures in regard to cost factors, initial mark ups, mark downs, and special event purchasing
• Set up new vendors as assigned and track contact info as well as coordinate with vendor and property accounting for payment options.
• Manage accuracy of all templates: Purchase Order, On Order, Buying Plan, Budget to Actual, Sales by Category report
• Maintain all logos and logo files for accurate distribution
• Assist with shop openings: POS-assigning sku’s, pricing, receiving, tagging and prepping all deliveries for merchandising. Assist as needed with visual merchandising as well.
• Manage On Order and track all deliveries for Retail Merchandise, SWAG, Supplies, etc. from vendor to prop.
• Assist with sourcing and customizing products as needed and assigned for tournament, shops, special events, uniforms, etc.
• Manage required office supplies and other administrative duties as assigned
• Maintain positive relationships with vendors and sales representatives
• Maintain positive relationships with all personnel and property managers and staff
• Maintain seasonal vendor catalogs and information
• Assist Director of Retail and Spa with other projects as needed for company-wide retail performance
• Providing the ultimate service level, including going above and beyond expectations and needs of the members and their guests.
• Assisting in the presentation and promotion of merchandise, along with any other duties requested. Bi-weekly shop flops.
• Assisting members with their purchases, including addressing any inquiries they may have and informing them about the products and merchandise carried in the shop. Must be knowledgeable of all merchandise in order to assist on the floor as well as with special orders and personal shopping.
• Assisting in monthly shop inventories and weekly inventories of essentials.
• Ringing-up purchases, handling returns and checking in and charging guests.
• Opening and closing the shop as well as completing end of day paperwork.
• Assisting in all member events as requested by the Director of Retail and Spa, or other management, including Tournaments and Trunk Shows.
• Maintaining the flawless appearance that the shop must always possess.
• Be knowledgeable of procedures and events and assist in answering questions and taking signups.

Skills And Qualifications

• 1-3 years retail experience
• Basic knowledge of the golf/specialty retail industry as it relates to club retail shops
• Excellent communication skills, and ability to multitask across multiple properties
• Knowledge of excel and word software.
• Knowledge of point-of-sale systems preferred.

Additional Requirements

• Positive attitude, professional demeanor, and exceptional communication and interpersonal skills to deliver service to members, guests, and team members.
• Must be able to work flexible work hours/schedule including evenings, weekends, and holidays. Long hours may be required due to business demands.
• Ability to work in a team environment.
• Product and industry knowledge: Demonstrates curiosity and ongoing interest in golf, athleisure, luxury apparel, and accessory trends. Applies brand knowledge to enhance member conversations and selling opportunities.
• Ability to stay calm and focused during the busiest of times.
• Ability to read, write, speak, and understand English; additional languages preferred.
• Ability to meet the physical demands of the position including, but not limited to, working indoors and outdoors in all weather conditions, standing, walking, and moving for periods of greater than eight (8) hours, and lifting and carrying items sometimes greater than fifty (50) pounds.

Benefits

• Competitive Pay
• Medical, Dental, and Vision Benefits
• 401k Contribution
• Paid Time Off and Paid Holidays
• Employee Meals, Referral Incentives, and Recognition Programs
• Professional development and upward mobility opportunities
• Work-Family Culture

The Company’s good faith estimate of the hourly rate it expects to pay for this role is $29-$30 and is based on applicable and specialized experience and location.

About Us

Nestled in California’s desert paradise, The Madison Club is La Quinta’s most exclusive, private residential community, offering the finest golf and club facilities in an intuitive and sophisticated setting. It is a place of effortless grace and charm with an ambiance of quiet sophistication, intimacy, and understated luxury. Offering a limited number of homes and memberships, The Madison Club is the modern interpretation of California’s classic old-line country clubs, offering five-star dining and member events, wellness and fitness amenities, and Discovery’s signature Outdoor Pursuits program. At The Madison Club, our employees use their personal talent, passion, and resources to meaningfully integrate with diverse cultures and communities. All while providing the highest level of member and guest services and contributing to the creation of unforgettable experiences. For more information about our club, please visit: https://madisonclubca.com/

Discovery Land Company is a U.S.-based real estate developer and operator of private residential club communities and resorts with a world-renowned portfolio of domestic and international properties. The mission of Discovery Land Company is to create one-of-a-kind environments that provide individuals and families the freedom, security, and resources to learn, grow, and play in some of the most beautiful places in the world. For more information about our company, please visit: http://www.discoverylandco.com.