Retail Operations Coordinator

Hillwood; Washington (District of Columbia); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health coverage with HSA

Retirement savings plan with employer

Life and disability insurance

Metro commuter benefits

Paid time off

11 paid holidays

Mental wellness support

Employee discounts

Free museum admission

Free on-site parking

Job summary

Hillwood Estate, Museum & Gardens is seeking a Retail Operations Coordinator to balance administrative duties with hands-on support in the Museum Shop. You will work with shop leadership, accounting, marketing, vendors, and the sales team to keep records accurate, deadlines on track, and the shop prepared for busy periods.

You will prepare daily sales summaries, process invoices, and manage schedules, pricing, and pop-up operations.

Qualifications

• Strong attention to detail and the ability to maintain accurate financial and operational records.
• Excellent organizational skills and the ability to manage multiple priorities and deadlines.
• Confidence working with spreadsheets, basic financial reporting, and computer-based administrative systems.
• Experience with point-of-sale systems or the ability to learn new systems quickly.
• Strong written and verbal communication skills and the ability to work effectively with a diverse team and clientele.

Responsibilities

• Preparing daily Museum Shop sales summaries and submitting reports to Accounting.
• Processing vendor invoices, maintaining expense and payment records, and helping ensure vendors are paid accurately and on time.
• Preparing end-of-month reports from the point-of-sale system and Shopify.
• Coordinating change requests with Accounting and collecting required documentation, including W‑9s from new vendors.
• Maintaining organized and accurate SharePoint records, including budget and invoice logs, sales and visitation data, meeting minutes, sales goals, and other operational documents.
• Creating and maintaining Museum Shop staff schedules at least 3–4 weeks in advance to ensure appropriate coverage.
• Coordinating operational details for pop‑up shops, including inventory, pricing and tagging, marketing materials, tables, setup, and event inventory.
• Maintaining the shared marketing calendar for events, promotions, and new products and coordinating updates with the Marketing team.
• Monitoring Museum Shop supplies, including packaging materials and receipt paper, and placing orders as needed.
• Preparing onboarding materials for new hires and distributing and posting minutes from bi‑monthly team meetings.
• Supporting back‑office functions, including reviewing invoices, tracking sales information, and completing other administrative tasks.
• Stepping onto the sales floor as needed to provide excellent customer service and point‑of‑sale support.
• Participating in the Museum Store Association (MSA) community through professional development, networking, and industry engagement.

Skills

Attention to detail

Organization

Communication

Problem-solving

Customer service

Tools

Point-of-sale systems

SharePoint

Shopify

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Retail Operations Coordinator

Full-Time Regular Full-Time Washington, DC, US

Reports to: Head of Retail Operations and Shop Experience
Employment Status: Full-Time

Hillwood Estate, Museum & Gardens welcomes over 100,000 visitors each year to experience our art collection, gardens, and the extraordinary legacy of our founder, Marjorie Merriweather Post. Our Museum Shop extends that experience through a thoughtfully curated selection of merchandise inspired by Hillwood's collections, exhibitions, gardens, and history.

We are seeking a Retail Operations Coordinator to help keep the Museum Shop running smoothly behind the scenes. This position plays an essential role in the shop's day-to-day operations, supporting financial administration, staff scheduling, vendor coordination, inventory needs, marketing initiatives, and the sales team.

About the Role:
As Retail Operations Coordinator, you will balance administrative and operational responsibilities with hands‑on support of the Museum Shop. You will work closely with Museum Shop leadership, Accounting, Marketing, vendors, and the sales team to keep information accurate, deadlines on track, and the shop prepared for what's ahead.

Your role will include:

Preparing daily Museum Shop sales summaries and submitting reports to Accounting.

Processing vendor invoices, maintaining expense and payment records, and helping ensure vendors are paid accurately and on time.

Preparing end‑of‑month reports from the point‑of‑sale system and Shopify.

Coordinating change requests with Accounting and collecting required documentation, including W‑9s from new vendors.

Maintaining organized and accurate SharePoint records, including budget and invoice logs, sales and visitation data, meeting minutes, sales goals, and other operational documents.

Creating and maintaining Museum Shop staff schedules at least 3–4 weeks in advance to ensure appropriate coverage.

Coordinating operational details for pop‑up shops, including inventory, pricing and tagging, marketing materials, tables, setup, and event inventory.

Maintaining the shared marketing calendar for events, promotions, and new products and coordinating updates with the Marketing team.

Monitoring Museum Shop supplies, including packaging materials and receipt paper, and placing orders as needed.

Preparing onboarding materials for new hires and distributing and posting minutes from bi‑monthly team meetings.

Supporting back‑office functions, including reviewing invoices, tracking sales information, and completing other administrative tasks.

Stepping onto the sales floor as needed to provide excellent customer service and point‑of‑sale support.

Participating in the Museum Store Association (MSA) community through professional development, networking, and industry engagement.

What You Bring:

Strong attention to detail and the ability to maintain accurate financial and operational records.

Excellent organizational skills and the ability to manage multiple priorities and deadlines.

Confidence working with spreadsheets, basic financial reporting, and computer‑based administrative systems.

Experience with point‑of‑sale systems or the ability to learn new systems quickly.

Strong written and verbal communication skills and the ability to work effectively with a diverse team and clientele.

A proactive approach to problem‑solving and the ability to anticipate operational needs.

Flexibility and the ability to balance administrative responsibilities with customer‑facing support in a fast‑paced retail environment.

Experience with accounting, bookkeeping, accounts payable, retail operations, or similar administrative work is a plus.

This position requires the ability to stand, walk, and/or sit for extended periods; move throughout Hillwood's buildings and campus grounds; navigate stairs and varying terrain; and lift, carry, push, or move up to 20 pounds unassisted. The position may occasionally involve working in varying indoor and outdoor temperatures. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

About Us:
Hillwood Estate, Museum & Gardens is committed to fostering a positive and inclusive work environment where all voices are heard. We inspire both staff and visitors through the legacy of our founder, Marjorie Merriweather Post, and her dedication to art, culture, and beauty. As a private cultural institution, Hillwood offers stable, year‑round employment independent of government funding cycles, providing exceptional visitor experiences regardless of external circumstances.

We Offer:

• A dynamic and inclusive workplace culture.
• Support for professional development with opportunities to learn and grow.
• Comprehensive health coverage with HSA contributions up to $3,000 annually.
• Retirement Savings Plan with up to a 5% employer match.
• Life and disability insurance at no cost to you.
• Metro commuter benefits of up to $100 per month.
• Three weeks of vacation, 80 hours of sick leave, and 11 paid holidays.
• Mental wellness support.
• Discounts on Museum Shop merchandise and café items.
• Free admission to the museum and festival days.
• Casual Monday.
• Free on‑site parking.

Hillwood is seeking applicants from all backgrounds and educational levels to ensure we get the best, most creative talent on our team. We are an equal opportunity employer, and we encourage people who identify as Black, Indigenous, people of color and people with marginalized identities to apply for open positions.