Job Description

Thank you for applying to one of the most premier places to work in the Northeast Florida! People are our greatest asset and we are currently seeking people like you who have a desire to join our team.

The Retail & Professional Inventory Coordinator plays a vital role in supporting the daily operations of the Spa Retail department by ensuring accurate inventory management, purchase order processing, and merchandise setup across retail and professional product lines. This position is responsible for maintaining inventory records in Book4Time and Adaco, processing orders, receiving merchandise, creating product labels, dispensing professional products to spa staff, and supporting monthly inventory counts.
The ideal candidate is highly organized, detail-oriented, and enjoys working with systems, numbers, and inventory processes while providing exceptional support to the Spa Director and Spa Assistant Director.
Essential Responsibilities
• Create and process purchase orders in Book4Time and Adaco.
• Enter and maintain purchase order and buy sheet information accurately.
• Receive retail and professional inventory into inventory management systems.
• Create and maintain accurate SKU information, including product descriptions, pricing, vendor information, and inventory details.
• Print and apply retail product labels upon merchandise receipt.
• Dispense professional products to spa therapists while maintaining accurate inventory records.
• Monitor professional inventory levels and assist with ordering to prevent stock shortages while supporting departmental budget goals.
• Review inventory entries for accuracy and completeness.
• Maintain organized digital records of purchase orders, invoices, vendor information, and inventory documentation.
• Update product information as directed by the Spa Director.
• Identify inventory discrepancies and communicate issues promptly.
• Assist with invoice matching and inventory reconciliation.
• Support monthly physical inventory counts for the Spa Boutique.
• Provide order status updates and inventory information as requested.
• Work collaboratively with the Spa Director and Spa Assistant Director to maintain accurate inventory records and operational efficiency.
• Follow established inventory procedures and company standards.
• Attend required meetings, training sessions, and safety programs.
• Maintain a clean, organized, and safe work environment.
• Perform additional duties as assigned.
Qualifications
Education
• High School Diploma or equivalent required.
Experience
• Previous experience in data entry, inventory control, retail administration, purchasing, or administrative support preferred.
• Experience using POS systems or inventory management software such as Book4Time or Adaco is preferred but not required.
Knowledge, Skills & Abilities
• Strong attention to detail with excellent accuracy in data entry.
• Highly organized with effective time-management skills.
• Comfortable working with numbers, inventory records, and purchasing documentation.
• Basic proficiency in Microsoft Excel and Microsoft Office.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to prioritize multiple tasks while meeting deadlines.
• Team-oriented with a proactive and dependable work ethic.
Physical Requirements
• Ability to work primarily in an office and retail environment.
• Ability to stand, walk, bend, and lift merchandise as needed.
• Ability to lift and move up to 50 pounds.
• Must be able to work a flexible schedule, including weekends and holidays when business demands require.
Why Join Our Team?
At Ponte Vedra Inn & Club, you'll become part of an award-winning luxury resort dedicated to delivering exceptional member and guest experiences. We offer a collaborative environment where attention to detail, teamwork, and professional growth are valued. If you enjoy organization, inventory management, and supporting a high-performing spa operation, we'd love to hear from you.
An Equal Opportunity Employer • Drug-Free Workplace