POSITION TITLE: Procurement Coordinator
REPORTS TO: Director of Procurement
DIRECT REPORTS: n/a
LOCATION: Support Center -- CO Office
COMPENSATION: $28-$35 per hour
BONUS ELIGIBILITY: N/A
JOIN OUR TEAM
At VASA Fitness, we want to create an uplifting experience for everyone by offering inclusive, accessible, and on-trend fitness. The foundation of our brand is rooted in a culture centered on unity, passion, love, integrity, fun, and trust. Because our culture is alive--embodied by members and team members alike--VASA is a place where lives are changed because of authentic connections made within our supportive community.
BENEFITS
All employees receive two complimentary gym memberships--one for themselves and another to give away--plus 401k options. Additional benefit packages are available for employees who work 30+ hours per week.
- 40 Hours Per Week Employees: Paid Time Off, Paid Holidays, Paid Parental Leave, and Health, Dental, Vision Benefits
Come join VASA Fitness and join a passionate, fun, and united team!
Proud to be a 'Great Place to Work' certified company!
PURPOSE
The Procurement Coordinator supports the day-to-day purchasing and procurement activities required to operate and grow our multi-location fitness club organization. This role is responsible for coordinating purchasing activities across new club openings, club operations, facilities maintenance, equipment parts, and related procurement needs.
The Procurement Coordinator manages purchase orders from request through delivery and invoice reconciliation, works directly with suppliers and internal business partners, and helps resolve purchasing, delivery, receiving, and invoicing issues. The role operates across multiple systems and requires a high degree of organization, follow-through, accuracy, and personal accountability.
The ideal candidate is reliable, solution-oriented, comfortable working in a fast-paced environment, and able to take initiative with limited guidance. This individual does not simply process requests - they proactively identify issues, communicate with the appropriate parties, and help drive them to resolution.
KEY RESPONSIBILITES AND COMPETENCIES
New Club Openings & Purchasing
- 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.
Facilities, Maintenance & Parts Procurement
- 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.
Purchase Orders & Invoice Reconciliation
- 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.
Supplier & Internal Partner Support
- 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.
Systems, Reporting & Process Support
- 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.