Retail Administrative Coordinator

Location: Louisville, KY

Job :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!

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.

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.

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: 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.