Retail Sales Coordinator

Description

Position Summary

The Retail Sales Coordinator handles the day-to-day coordination and administrative work that supports Blue Chip Wrestling’s event and online retail sales. Working closely with company leadership, the art department, production, and the warehouse, the coordinator follows projects from initial planning through post-event wrap-up.

Requirements

Key Responsibilities

Event Planning and Staffing

• Maintain the event calendar, deadlines, checklists, and event information sheets. Confirm venue requirements, setup times, staffing needs, and travel expectations with event contacts and internal teams.
• Recruit, schedule, and prepare event workers. Provide current instructions, schedules, contact information, and details about products and event procedures.
• Coordinate event contracts and required paperwork with leadership, tracking commitments and deadlines.
• Book flights, hotels, rental cars, and other travel arrangements within established budgets and guidelines.
• Attend and work major events as scheduled, assisting with setup, retail sales, troubleshooting, and event wrap-up.

Artwork and Order Coordination

• Create design IDs and submit complete artwork requests for event and online products. Track artwork progress and approvals with the art department.
• Enter and track product and production orders, confirming quantities, sizes, availability, delivery dates, and event deadlines.
• Coordinate time-sensitive championship and personalized merchandise orders, including the collection of names and scheduling of printing.
• Maintain event order sheets and related records, communicating changes promptly to production, warehouse staff, and event workers.

Inventory and Event Logistics

• Prepare event pick sheets and coordinate product selections and quantities with leadership. Check available inventory and supplier stock before orders and event shipments are finalized.
• Arrange freight, shipments, and couriers to and from events, including urgent merchandise shipments. Track deliveries and communicate delays or changes.
• Prepare and maintain event kits, supplies, Square systems, iPads, and related equipment so workers have what they need.
• Coordinate inventory picks, returns, and reconciliation with the warehouse. Record shortages, sellouts, and discrepancies for future planning.

Online Retail and Product Support

• Set up and maintain online stores for events, including post-event sales, and help keep product listings, images, details, and availability accurate.
• Support product sourcing and new product ideas for online and event sales. Gather supplier information, check stock, and coordinate product bookings and launches.
• Assist with event and product promotions through email and social media in coordination with leadership.

Customer Service and Event Administration

• Handle post-event customer questions about products, purchases, order status, returns, exchanges, and other issues. Coordinate with the appropriate team and follow each issue through resolution.
• Collect and verify event worker hours and payout information. Calculate amounts due under established arrangements and submit accurate documentation to accounting for payment.
• Compile event sales, inventory, labor, travel, freight, and other expense information to support event profitability reviews.
• Keep event records organized and improve checklists, kits, and procedures to make future events easier to execute.
• Perform other related retail sales and administrative duties as assigned.

Qualifications

• Strong organization and attention to detail, with the ability to track several events, orders, and deadlines at once.
• Clear written and verbal communication and a helpful, professional approach with customers, event organizers, suppliers, and coworkers.
• Comfort using spreadsheets, email, online systems, and order entry tools; ability to learn new software and troubleshoot basic equipment issues.
• Reliable follow-through, sound judgment, and the ability to solve problems calmly when plans change or deadlines are tight.
• Ability to work independently within established guidelines and ask for direction when needed.

Preferred experience includes administrative support, event coordination, retail or online sales, customer service, apparel, or inventory management. Familiarity with Shopify, Square, or wrestling is helpful. 

Schedule and Travel

This position includes regular office work and travel to major events. Evening and weekend work is required around event schedules, along with flexibility for time-sensitive orders and event needs.

Measures of Success

• Event workers receive clear plans, and products, equipment, and travel arrangements are ready by required deadlines.
• Artwork requests, orders, inventory records, and payment submissions are accurate and complete.
• Customer questions receive timely follow-up and are tracked through resolution.
• Routine coordination is handled independently as training progresses, reducing the day-to-day administrative workload on leadership.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the associate. Other duties will be assigned as needed.