Operations Coordinator (Retail Ops & Executive Support

Position

Operations Coordinator (Retail Ops & Executive Support)

Culver City, CA

Retail Operations

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.

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.

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.

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.
• Exper…