Retail and Sales Coordinator

The Retail Coordinator provides administrative, operational and reporting support to the retail business, ensuring that retail activities, store support requirements, stock processes, launches, promotions, incentives and communication flows are coordinated accurately and on time.

The role supports the National Retail Sales & Operations Manager, Area Managers, Store Managers and Retail Sales Teams by maintaining trackers, consolidating information, following up on outstanding actions, coordinating retail administration and ensuring that accurate records are available to support decision-making and execution.

The Retail Coordinator is a key support role that helps keep the retail function organised, compliant and execution-ready by assisting with communication, documentation, reporting, stock and POS coordination, launch support, incentive administration and day-to-day follow-through across the retail network.

1. Retail Administration, Coordination and Communication

• Coordinate day-to-day retail administration, ensuring accurate records, trackers and supporting documents are maintained and updated.
• Support the Retail Manager and Area Managers with follow-ups, meeting notes, action trackers and deadline monitoring.
• Prepare and distribute clear retail communications, reminders, updates and required information to Area Managers, Store Managers and Retail Sales Teams.
• Assist with the coordination of retail meetings, training sessions, launches, events and operational activities.
• Follow up on outstanding information, incomplete submissions and required documentation to ensure deadlines are met.
• Coordinate and place office stationery orders, maintain accurate records and ensure supplies are available to support day-to-day operations.
• Maintain organised electronic folders and records for retail activities, store support, submissions, incentives, launches and reporting.
• Complete and oversee basic sales administration required to support the effective operation of the Core division.

2. Retail Operations Support

• Support the implementation of retail standards, operational procedures, customer-experience requirements and compliance processes across stores.
• Assist with the preparation, updating and circulation of store checklists, operational tools, scorecards and templates.
• Coordinate information required for new store openings, closures, refits, events and operational projects.
• Track store support requests, operational gaps, action plans and follow-up items until completion.
• Take responsibility for the Woolworths self-service locations by ensuring shelves are adequately stocked and maintaining clear communication with the relevant in-store teams.
• Help ensure that retail teams receive the correct information, forms, documentation and support needed to execute in-store requirements.
• Oversee the administration and day-to-day operation of the Student Store, including stock management, ordering, invoicing, customer and account administration, and coordination with relevant internal teams.

3. Stock, POS, Launch and Promotion Coordination

• Coordinate weekly stock-count information and follow up on missing, late or incomplete stock feedback from stores.
• Maintain trackers for stock gaps, expired stock, testers, samples, professional products, consumables and relevant store support orders.
• Assist with support orders for launches, promotions, events and store requirements, ensuring information is submitted accurately and within agreed timelines.
• Support POS retail setup and maintenance administration, including campaign and discount loading, new staff setup, product loading and related update requests.
• Assist with launch and promotion preparation by coordinating store requirements, communication, support material and follow-up reporting.
• Track campaign, promotion and incentive information to support accurate execution and reporting.
• Support the implementation and administration of Core division promotions, campaigns, launches and commercial initiatives.

4. Stakeholder and Retail Team Support

• Provide reliable administrative support to the Retail Manager, Area Managers, Store Managers, internal teams and relevant external stakeholders.
• Coordinate requests between Retail, Marketing, Education, Finance, HR, Planning and other departments to support smooth execution.
• Ensure agreed information, updates and documentation are shared with the correct stakeholders timeously.
• Assist with resolving general retail queries by gathering information, directing requests appropriately and following up until closure.
• Support the preparation of weekly retail updates, meeting packs, presentation information and communication summaries.
• Support Regional Managers with new door account openings and related administrative requirements, ensuring required information and documentation is gathered, processed and followed up.

5. People, Training and Team Administration Support

• Maintain retail team contact lists, role information, store allocations and relevant staff administration trackers.
• Support the scheduling and coordination of training sessions, meetings, team check-ins and retail initiatives.
• Assist with the collection and consolidation of attendance, training completion, roster-related information and other people-related retail administration.
• Follow up on outstanding submissions from retail teams and escalate repeated non-compliance to the Retail Manager or relevant Area Manager.
• Complete and submit payroll documentation accurately and on time, including the recording and verification of overtime hours.
• Help maintain clear records of team incentives, recognition programmes, communication updates and engagement activities.

6. Market, Store and Competitor Information Support

• Assist with the collection and consolidation of store, competitor, mall and customer-experience feedback received from Area Managers and retail teams.
• Maintain trackers for competitor activity, store opportunities, trade challenges and recurring operational themes.
• Prepare summaries of key observations, risks and opportunities for review by the Retail Manager.
• Ensure supporting photos, feedback forms, visit notes and other evidence are stored and organised for future reference.

7. Reporting, Trackers and Performance Administration

• Maintain accurate weekly and monthly retail trackers covering sales updates, store feedback, stock concerns, incentives, expenses, consumables, launches, events and operational actions.
• Consolidate information received from Area Managers and stores into clear summaries for review by the Retail Manager.
• Check submissions for completeness, accuracy and consistency, and follow up where information is missing or unclear.
• Prepare reporting packs, dashboards, meeting notes and action logs using Excel, PowerPoint, Word and other agreed tools.
• Track deadlines, owners and completion status for actions arising from store visits, meetings, audits, performance reviews and operational checks.
• Support incentive administration by maintaining point trackers, checking supporting information, preparing updates and assisting with results communication.
• Process invoices from the student store to the relevant customer accounts using Syspro, ensuring supporting information is complete and accurate.
• Maintain accurate Student Store records and ensure all transactions, invoices and supporting documentation are processed correctly.
• Monitor Student Store sales and stock levels and provide regular reporting, insights and follow-up actions to management.
• Complete basic sales administration and reporting requirements for assigned regions and portfolios, including follow-up on incomplete or outstanding submissions.
• Complete ad hoc reconciliations for the Sales team, investigate discrepancies and provide supporting documentation where required.
• Monitor retail costs such as event support, consumables, samples, testers and other approved support requirements, and prepare information for Finance review when needed.
• Continuously improve administrative processes, trackers and filing systems to reduce duplication, improve accuracy and support faster follow-through.

• Plans, Organises and Follows Through: Manages multiple tasks, deadlines and priorities accurately and reliably.
• Strong Administration and Attention to Detail: Maintains accurate records, trackers, reports and supporting documentation.
• Communicates Clearly and Professionally: Shares information in a clear, timely and appropriate manner with retail teams and stakeholders.
• Builds Collaborative Relationships: Works effectively with Area Managers, Store Managers and internal departments to support execution.
• Demonstrates Accountability: Takes ownership of assigned tasks, follows up on outstanding actions and escalates risks when needed.
• Uses Data and Systems Confidently: Works accurately with spreadsheets, reports, dashboards and retail information systems.
• Adapts to Changing Priorities: Remains organised and calm when retail priorities, deadlines or business needs change.
• Supports Excellence in Execution: Helps ensure that retail plans, launches, promotions and operational activities are completed properly and on time.

• Relevant qualification in Business Administration, Retail Management, Sales, Marketing or a related field is advantageous.
• Minimum two to three years’ experience in retail administration, sales support, operations coordination or a similar support role.
• Experience in a retail, skincare, cosmetics or customer-facing environment is advantageous.
• Strong administrative, organisational and follow-up skills.
• Good understanding of retail operations, stock processes, promotions, reporting and store support requirements.
• Excellent written and verbal communication skills.
• Confident working knowledge of Excel, PowerPoint, Word and Outlook; experience with trackers, dashboards and reporting templates is essential.
• Ability to work independently, manage competing deadlines and maintain accuracy under pressure.

• This role reports to the National Retail Sales and Operations Manager and can be based out of either our Cape Town of Johannesburg office.
• Office-based role with flexibility to support retail priorities, reporting deadlines, events, launches and operational requirements.
• Occasional travel to stores, meetings, training sessions, launches and events may be required.
• The role requires strong organisation, responsiveness and the ability to coordinate information across multiple teams and deadlines.
• Fully Office Based Monday - Friday