Procurement Coordinator

Key Responsibilities

• Coordinate purchasing activities for new fitness club openings, including equipment, supplies, fixtures, operational materials, and other club-opening requirements.
• Create, issue, maintain, and track purchase orders across multiple suppliers and purchasing systems.
• Coordinate with Procurement, Construction, Design, Operations, Equipment, and other internal partners to ensure orders align with club opening schedules and requirements.
• Track supplier order confirmations, production timelines, shipping schedules, deliveries, backorders, and outstanding items.
• Maintain visibility to open purchase orders and proactively follow up on orders that may impact club readiness or opening timelines.
• Assist with delivery coordination and resolution of shortages, damages, incorrect shipments, or other fulfillment issues.
• Maintain accurate purchasing records and supporting documentation.
• Support procurement of replacement parts, maintenance equipment, repair materials, and other facilities-related needs for existing clubs.
• Research products, parts, suppliers, availability, and alternatives when requested items are unavailable or require additional sourcing.
• Work with Facilities and club teams to clarify purchasing requirements and ensure the correct products or parts are ordered.
• Coordinate with suppliers to resolve availability, pricing, shipping, warranty, return, and replacement issues.
• Identify recurring purchases or sourcing opportunities that should be escalated to Procurement for broader supplier or category management.
• Create and maintain purchase orders with a high level of accuracy, including appropriate supplier, pricing, accounting, location, and supporting information.
• Review purchase orders, receipts, invoices, and supporting documentation to identify discrepancies.
• Partner with Accounts Payable, suppliers, and internal stakeholders to resolve invoice and purchase order discrepancies.
• Research issues involving pricing differences, freight charges, quantities, missing receipts, duplicate invoices, credits, returns, and other exceptions.
• Ensure purchasing transactions and documentation comply with established procurement and financial processes.
• Assist with maintaining accurate open PO and outstanding commitment reporting.
• Serve as a responsive point of contact for suppliers and internal teams regarding purchasing, order status, deliveries, and invoice-related questions.
• Build effective working relationships with club teams, Facilities, Construction, Operations, Finance/AP, and other business partners.
• Communicate delays, risks, and issues proactively rather than waiting for problems to escalate.
• Follow up consistently with suppliers and internal stakeholders until issues are resolved.
• Support supplier onboarding, documentation, catalog maintenance, pricing updates, and other procurement activities as needed.
• Work effectively across multiple systems, including procurement/P2P platforms, ERP or accounting systems, vendor portals, project management tools, spreadsheets, and internal communication platforms.
• Maintain accurate purchasing and order information across systems.
• Assist with reporting and tracking for purchase orders, deliveries, outstanding orders, invoices, and new club opening activities.
• Identify opportunities to simplify or improve purchasing processes, workflows, documentation, and supplier interactions.
• Support Procurement initiatives and special projects as the organization continues to grow and scale.

Qualifications

• 2+ years of experience in procurement, purchasing, supply chain, facilities coordination, operations, accounts payable, or a related field preferred.
• Experience creating and managing purchase orders and working with suppliers strongly preferred.
• Experience with invoice reconciliation, three-way matching, receiving, or AP issue resolution preferred.
• Comfortable learning and working across multiple software platforms and vendor systems.
• Strong Microsoft Excel and general technology skills.
• Experience supporting a multi-location, retail, hospitality, restaurant, fitness, construction, or other fast-paced operating environment is a plus.

Key Competencies

• Reliable & Accountable -- Consistently follows through on commitments and takes ownership of assigned work from request through resolution.
• Solution-Oriented -- Investigates problems, identifies options, and works toward solutions rather than simply escalating issues.
• Self-Directed -- Takes initiative and moves work forward with limited guidance while knowing when an issue requires escalation.
• Highly Organized -- Effectively manages multiple suppliers, purchase orders, club locations, deadlines, and competing priorities.
• Detail-Oriented -- Maintains accuracy in purchase orders, pricing, quantities, delivery information, invoices, and documentation.
• Proactive Communicator -- Raises potential delays or problems early and keeps stakeholders informed through resolution.
• Adaptable -- Comfortable working in a growing organization where priorities, processes, and responsibilities may evolve.
• Collaborative -- Builds productive relationships across Procurement, Facilities, Construction, Operations, Finance, suppliers, and club teams.
• Comfortable working within evolving processes and contributing to process development and continuous improvement as the organization scales.