ABOUT US

Hollyburn Country Club - A Private, Family Club
Hollyburn Country Club offers members an exclusive hub for activity, sport, dining, entertainment, socialization, and business. We provide a welcoming environment that serves as a home away from home for many of our members.

POSITION SUMMARY

As the Retail Administrative Coordinator in Hollyburn’s Sports Boutique, you will be the operational backbone of our retail team—ensuring seamless day-to-day functionality through thoughtful coordination, detailed inventory management, and strong administrative support. You are passionate about organization and precision, and your work behind the scenes ensures that Members receive exceptional service on the Boutique floor. This role is ideal for someone who thrives in a fast-paced retail environment and takes pride in efficient systems, accurate record-keeping, and supporting a team to succeed.

SKILLS & QUALIFICATIONS

• Demonstrated ability to manage multiple tasks with accuracy and efficiency.
• Experience in data entry, invoice tracking, and POS or inventory management software (e.g., Lightspeed, Shopify, Pacesetter).
• Clear and professional written and verbal communication skills to support vendor, team, and member interactions.
• Proactive approach to challenges with an ability to troubleshoot and streamline processes.
• Works collaboratively to support the goals and priorities of the Boutique and Club.
• Previous retail or back-of-house operations experience is an asset.
• Comfortable with Microsoft Excel, Word, and inventory/POS systems.
• Must be able to work a flexible schedule including weekends and holidays as needed.
• Having your own transportation is an asset but not required.

Administration & Communication

• Manage invoices, vendor correspondence, supply orders, maintenance requests, and daily retail emails.
• Liaise with Accounting to resolve invoice issues and maintain accurate digital and physical records.
• Maintain up-to-date retail forms, booking orders, policy binders, and file systems.

Inventory & POS Management

• Oversee inventory control, including transfers, write-offs, audits, receiving, and stock accuracy using POS and Jonas systems.
• Conduct regular product checks, prepare inventory floor maps, and assist with quarterly inventory counts.
• Track and resolve order discrepancies, damages, and credits with vendors.

Vendor & Product Coordination

• Place and manage product orders, returns, special requests, and seasonal inventory planning.
• Support inventory and programming needs for the Karate program and Tennis Centre.

Reporting & Planning

• Prepare weekly and monthly sales and inventory reports.
• Create and share a weekly work plan with the Retail Manager.
• Print and review monthly inventory snapshots to resolve discrepancies.

Team & Merchandising Support

• Coordinate with the Creative Coordinator on merchandising, restocking, displays, promotions, and special events.
• Assist with scheduling, training, and supporting the boutique team as needed.
• Actively work on the sales floor during every shift to provide exceptional customer service and support boutique operations.
• Be available for additional shifts or extended hours during peak periods, holidays, or special events as required.