Retail Administrator & Project Lead

Overview

The Retail Administrator & Project Lead plays a critical role in enabling the success, scale, and consistency of Bullfrog Spas Factory Stores. This role supports the retail strategy by ensuring highly organized execution of day-to-day operations, cross-functional initiatives, and current and future retail projects across all Factory Store markets. This position acts as the central coordination hub for retail initiatives—bridging leadership, store teams, vendors, and internal departments—while providing administrative excellence, project management discipline, and hands-on retail support when needed.

The role ensures that priorities are clear, timelines are met, communication flows effectively, and execution standards are upheld.

• Supporting retail leadership and store teams through strong administrative, project, and operational coordination
• Driving clarity, accountability, and follow-through across retail initiatives
• Coordinating execution across all Factory Store markets to support performance targets, consistency, and growth
• Ensuring retail projects are planned, documented, communicated, tracked, and delivered on time and within scope
• Acting as a trusted liaison between leadership, store teams, vendors, and internal partners

• Retail Operations & Administrative Support
• Provide day-to-day administrative and operational support to retail leadership and store teams
• Plan, schedule, and coordinate meetings, training sessions, events, store visits, and off-site initiatives
• Prepare agendas, document meeting minutes, and translate discussions into clear action items with owners and due dates
• Track follow-ups and ensure commitments are completed
• Manage travel arrangements, hotel bookings, meals, and logistics for leadership and retail teams
• Order and manage office, store, and training supplies
• Project & Program Management
• Coordinate retail projects and initiatives from planning through execution and close-out
• Develop and maintain project timelines, milestones, and deliverables
• Monitor progress across teams, identify risks or delays, and proactively escalate issues
• Ensure projects are delivered on time, within budget, and to defined standards
• Support new store openings, remodels, system rollouts, retail pilots, and operational improvements
• Collect feedback from stakeholders and end users to assess effectiveness and identify improvement opportunities
• Cross-Functional & Vendor Coordination
• Serve as a liaison between retail, finance, marketing, operations, service, IT, and external partners
• Coordinate with vendors and contractors regarding timelines, deliverables, documentation, and readiness
• Ensure projects and operations align with company policies, procedures, and compliance requirements
• Support vendor communication related to POP, signage, store materials, systems, and events
• Retail Financial & Documentation Support
• Prepare and organize documents supporting retail financial processes, including budgets and forecasts, proformas and Cap Ex requests, store opening documentation, financing, POS, and spa transaction support
• Track deadlines and documentation requirements to ensure timely submissions and approvals
• Support data gathering and basic analysis to assist leadership decision-making
• Training, Performance & Team Support
• Assist with onboarding, training coordination, and ongoing development initiatives
• Support performance management processes including feedback cycles, documentation, and review coordination
• Help ensure retail standards, processes, and expectations are clearly communicated and reinforced
• Act as a trusted point of contact for team members when questions, issues, or concerns arise
• Support off-site events with planning, logistics, POP ordering, and administrative execution
• Planning, Reporting & Continuous Improvement
• Set and manage daily, weekly, monthly, and quarterly priorities aligned with retail goals
• Maintain trackers, dashboards, and documentation to improve visibility and accountability
• Identify process gaps, inefficiencies, or risks and propose practical improvements
• Support continuous improvement initiatives focused on retail execution, communication, and…