Operations Coordinator

Overview

Founded in 1997 by Laura Vinroot Poole, Capitol is a luxury clothing boutique in Charlotte, North Carolina that features designs from Valentino, Giambattista Valli, Gabriela Hearst, and high-end jewelry and accessories by Marie-Helene de Taillac, Irene Neuwirth and The Gem Palace. On the second floor of the store is Capitol’s sister store, Poole Shop. The selection of contemporary womenswear is curated from around the world by Laura to create an immersive, continuous shopping experience.

In March 2019, Capitol opened its second location in the Brentwood Country Mart, affectionately known as Capitol Brentwood. The Brentwood Country Mart is a beloved retail village located on the west side of Los Angeles known for stores that together form the perfect new home for Capitol. Laura partnered with Irene Neuwirth to create an Irene Neuwirth shop-in-shop, which houses the largest collection of her jewelry outside Irene’s West Hollywood flagship.

For nearly three decades, Capitol has brought femininity and attitude, vibrant patterns and colors, and endless style to women in Charlotte and beyond. The store’s design and talent, both inside and outside the curated walls of the flagship store, have established Capitol as the premiere boutique of the south.

OUR MISSION:

We are dedicated to inspiring extraordinary women and men. We are committed to excellence, lead with compassion, and encourage creativity. We are present, committed to growth and evolution, and respect ourselves and others. We are humble and generous in all we do.

JOB TITLE: Operations Coordinator

Reports to: Chief of Staff

Salary Range: $48, per year ($23-25 an hour) based on experience.

The Operations Coordinator is a crucial role responsible for the successful management and oversight of inventory flow for Capitol Charlotte, Capitol Brentwood, and Poole Shop. This position requires a comprehensive understanding of the merchandise lifecycle, from arrival to sale, ensuring each item has the optimal opportunity to sell at full price. This role is integral to the success of the stores and significantly impacts both the buying and selling cycles.

1. Inventory Management

Order Confirmation

• Timely review of order confirmations for Capitol Charlotte/Brentwood and Poole Shop.
• Collaborate with the buying team on any necessary order revisions.
• Communicate with vendors to resolve all inaccuracies and confirm orders.

Receiving and Processing (Capitol Charlotte & Poole Shop)

• Confirm packing slips/invoices against the physical units received.
• Complete the receiving process by circling receipts in the order book, noting the total retail value received, and updating the delivery log.
• Handle garments with care, including steaming and tagging.
• Pull items for client requests and hand off to the sales team.
• Communicate new arrivals to sales teams via Slack.
• Submit vouchers and invoices to the accounting team for financial accuracy.

Shipping & Logistics

• Respond promptly to vendors regarding inbound shipments.
• Daily tracking of all inbound and outbound shipments.
• Notify the sales team via Slack when client approvals have been returned.

Delivery Log Management

• Maintain the delivery logs daily as new merchandise arrives.
• Provide the team with a real-time percentage of a collection that has shipped.
• Keep the retail planning sheet organized and current.
• Contact vendors whose ship windows are approaching or past to request an update on outstanding orders or payment holds.
• Negotiate new terms (e.g., consignment, cancellation, discount) for late-arriving merchandise.

Returns to Vendor (RTVs) & Swaps

• Partner with the buying team and execute all necessary steps for RTVs and swaps.
• Coordinate the return shipment with the vendor.
• Properly remove the item(s) from Lightspeed and document the return on the PO.
• Follow up with the accounting team to confirm that funds have been refunded or credited.
• Assist with the merchandising and preparation for trunk shows and store events.
• Input trunk show inventory into Lightspeed clearly for the team, facilitating final sales.
• Send final sales reports to the vendor, copying accounting.
• Create a vendor return and ship back remaining merchandise promptly, in the condition it arrived.

Accounting Support / Partner With Controller

• Partner closely with the Controller on all inventory management and cost changes.
• Update Lightspeed and vouchers promptly if there are any cost or retail price changes.
• Send all inventory-related mail and documentation to Lisa on a weekly basis.

2. Buying Team Support & Inventory Lifecycle

Order Administration

• Assist the Buying Team with data entry of seasonal market orders into an Excel template.
• Reference order notes and photo streams to associate client names with specific requested styles.

Markdowns

• Generate and distribute a master list of non-markdown inventory to the sales team, based on carryover lists and time at full price.
• Collaborate with the buying team to determine the optimal timing for merchandise.
• Neatly package…