Inventory CoordinatorPosition SummaryReporting to the Store Manager, the Inventory Coordinator is responsible for maintaining accurate inventory records and coordinating the receipt and withdrawal of Circle Craft member products. The role prepares consignment sales reports, monitors stock levels, investigates discrepancies, and ensures that established inventory procedures are consistently followed.
Inventory accuracy, organization, and documentation are the primary responsibilities of this position. The Inventory Coordinator will also be cross-trained on the Square point-of-sale system and store opening and closing procedures. When operationally required, the role will support customer service, sales transactions, and product placement.
Inventory Coordination
Responsibilities include:
- Build positive and professional relationships with Circle Craft members.
- Receive member products during scheduled appointments and ensure all required records and documentation are complete & inventory is adjusted.
- Coordinate member product withdrawals through scheduled appointments and proper documentation.
- Ensure members and store employees understand and follow established inventory procedures.
- Prepare mid-month and end-of-month sales reports and pay-outs for artist members.
- Review existing collections and maintain the accuracy and integrity of inventory records.
- Identify, document, investigate, and reconcile discrepancies between physical inventory and system records.
- Maintain a reliable system for tracking and analyzing aging inventory.
- Check in regularly with the manager regarding inventory requirements.
- Contact members when additional inventory is required or products need to be withdrawn.
- Record, coordinate, and follow up with customers and artists regarding custom orders.
- Ensure inventory reports and supporting documents are accurate, current, and accessible in the Circle Craft shared Google Drive.
- Recommend improvements to inventory-management policies, systems, and procedures.
- Participate in annual inventory counts and regular cycle counts.
- Maintain a clean, safe, and organized stockroom.
- Process shipping to customers and members.
- Answer incoming store calls when not assisting a member or completing a time-sensitive inventory task.
- Support projects related to inventory systems, records, and store operations as required.
Store Operations and Sales SupportDuring busy periods, employee breaks, or when priority inventory responsibilities are complete and up to date, the Inventory Coordinator will support store operations by:
- Greeting customers and providing knowledgeable, welcoming assistance.
- Sharing information about Circle Craft, its artist members, and their work.
- Processing sales accurately through the Square point-of-sale system.
- Packaging customer purchases carefully and efficiently.
- Completing store opening and closing procedures.
- Restocking merchandise and operational supplies on the sales floor.
- Supporting thoughtful product placement.
- Maintaining the cleanliness, order, and visual presentation of the store.
- Performing other professional duties agreed upon with the Store Manager.
Essential QualificationsThe ideal candidate will have experience working with inventory systems and maintaining accurate physical and digital records. They will also demonstrate:
- Excellent organizational and time-management skills, including the ability to manage competing priorities.
- Strong written and verbal communication skills in English.
- The ability to work collaboratively and communicate effectively with members, administrative employees, and the store team.
- Care, accuracy, and close attention to detail.
- Curiosity, initiative, and practical problem-solving skills within the scope of inventory management.
- Experience coordinating resources, processes, or projects.
- The ability to maintain accurate and accessible inventory documents on a shared drive.
- The ability to create and maintain physical and digital filing, indexing, and records-management systems.
- Confidence handling a wide range of small, large, fragile, and delicate fine-craft objects.
- Proficiency with spreadsheets, reporting tools, Microsoft Outlook, Microsoft Excel, and Google Workspace.
- The ability and interest required to learn about and appreciate the work and styles of Circle Craft’s artist members.
- The physical ability to lift and safely handle items weighing up to 35 pounds.
- The ability to work independently while following established procedures and knowing when to consult the Store Manager.
Asset QualificationsThe following experience would be considered an asset:
- Experience with inventory-management and point-of-sale systems, including Aralco, Shopify, and Square.
- Experience implementing or integrating inventory-related applications.
- Knowledge of information management, inventory control, reconciliation, and consignment-based retail operations.
- Experience with retail merchandising or product placement.
- Experience completing POS, store opening and closing procedures.
- Accounting experience.
Schedule and Employment TermsThe position will generally follow store operating hours. Some flexibility may be available, subject to operational requirements and an agreed-upon work schedule. The successful candidate must be available to work occasional evenings, weekends, and holidays as required.
