Retail Operations Specialist

Company: Petra Brands

Location: Phase 8 DHA, Lahore

Position Type: Full-Time

Timings: 4 PM - 1 AM PKT / 5 PM - 2 AM PKT

Reports to: Operation Manager

About Petra Brands:

Petra Brands is a dynamic and innovative consumer products company that manages a diverse portfolio of brands, including House of Party, Fomin Soap, Golden Era Body, Everymood and Soul Mama Stationery. We specialize in creating unique and memorable consumer packaged goods (CPG) in the party, craft, beauty, personal care, and lifestyle sectors.

Our mission is to deliver products that spark creativity, celebration, and connection — crafting experiences that evoke emotion, memories, and a sense of place through captivating brand identities and thoughtful packaging.

About The Role:

We're looking for a Retail Operations Specialist to support our vendor/retailer setup and operational workflows. This role plays a key part in ensuring accurate product data, smooth PO management, proper documentation control, and timely coordination with retailers. The ideal candidate will be detail-oriented, proactive, and highly organized, with strong communication skills and an operational mindset.

Role Responsibilities:

• Vendor/Retailer Setup
• Manage end-to-end vendor/retailer onboarding, ensuring all documentation, system entries, and approvals are accurate and timely.
• Ensure compliance with internal policies and retailer requirements
• Purchase Order (PO) Management
• Review, and track POs, ensuring SKU names, product data, and details are correct before submission
• Follow up with vendors/retailers to ensure timely confirmations, deliveries, and issue resolution
• Data & Document Control
• Maintain and update ClickUp, CRM, shared trackers, databases, and internal documentation
• Own ongoing ClickUp and CRM maintenance to ensure accurate pipeline visibility, retailer records, and operational tracking
• Ensure all product information, records, and files are current and error-free
• Retailer Deadline & Calendar Management
• Maintain retailer review calendars and ensure buyers are notified at least two weeks before review periods
• Track internal deadlines to ensure teams meet retailer timelines
• Provide operational support to Account Managers and Sales teams by coordinating retailer requirements, documentation, and follow-ups
• Cross-Functional Management
• Work closely with Finance, Logistics, Design, and Business Development teams to ensure alignment on deliverables
• Support cross-team communication for any retailer or product-related updates
• Communication & Vendor Support
• Act as a point of contact for vendors/retailers, resolving operational queries quickly
• Provide clear updates to internal teams on status, risks, or required actions
• Compliance & Documentation
• Prepare and submit retailer/vendor-required forms, certificates, and documentation
• Ensure all compliance items are submitted accurately and on schedule
• Process Involvement
• Identify gaps in vendor setup, documentation, and PO workflows, and recommend improvements.
• Support standardizing processes to reduce errors and improve turnaround time
• Reporting & Insights
• Generate basic weekly reports on POs, deadlines, and vendor status for leadership review.
• Highlight delays, bottlenecks, or data inconsistencies for timely corrective action
• Samples & Operational Support
• Manage sample booking and tracking, ensuring timely preparation, dispatch, and status updates for retailer and sales requirements
• Coordinate internally to ensure samples align with retailer timelines and account priorities
  
  

What We're Looking For:

• Strong experience in operations, retail coordination, or administrative support roles
• Proficient in Excel with strong command of formulas, data analysis, and dashboard creation
• Strong organizational skills with high attention to detail and accuracy in documentation and data management
• Excellent communication and collaboration skills
• Ability to manage multiple tasks, timelines, and priorities in a fast-paced environment
• Proactive and problem-solving mindset with a willingness to improve processes and take ownership of tasks
  
  

We Offer:

• A chance to work with the exciting Party & Craft brands in a rapidly growing global company
• An opportunity to express creativity and innovation through product and brand storytelling
• Career growth and professional development support
• Competitive compensation with performance-based bonuses
• A collaborative and supportive workplace culture that celebrates creativity