Project Coordinator - Equipment & Installation

Opti-Fit Fitness Solutions

Job Type: Full-Time | Non-Exempt

Location: 3756 Omec Cir, Rancho Cordova, CA 95742

Pay Range: $22.00 - $27.00 per hour

About the Opportunity

Are you highly organized, detail-oriented, and someone who enjoys keeping things running smoothly? Do you thrive in a fast-paced environment where no two days are exactly alike?

Opti-Fit Fitness Solutions is looking for a Project Operations Coordinator to help manage the behind-the-scenes details that bring custom fitness equipment projects to life. From placing equipment orders and tracking shipments to coordinating installation schedules, you'll play an important role in ensuring projects stay organized, on schedule, and ready for successful completion.

This is a great opportunity for someone who enjoys problem-solving, coordinating multiple moving pieces, and working with different teams to get things done.

What You'll Do

In this role, you'll serve as a key point of coordination between our Sales team, Warehouse team, equipment manufacturers, and other partners. Your responsibilities will include:

• Coordinate equipment orders: Prepare and submit purchase orders to manufacturers, ensuring equipment specifications, quantities, and order details are accurate.
• Track orders and shipments: Monitor manufacturer lead times, shipping schedules, and deliveries to help keep projects on track.
• Manage installation schedules: Coordinate project installation timelines, communicate scheduling changes, and help ensure equipment arrives when needed.
• Communicate project updates: Keep Sales Representatives, Warehouse personnel, and manufacturers informed of order status, shipping delays, and schedule changes.
• Review project details: Verify purchase orders, project layouts, measurements, delivery instructions, and site information for accuracy and completeness.
• Monitor project costs: Review freight and delivery costs, track storage fees, and flag unexpected expenses or manufacturer price increases.
• Prepare work orders: Coordinate with the Warehouse team to ensure the appropriate delivery and installation personnel have the information they need.
• Resolve issues proactively: Follow up on missing equipment, delayed shipments, and other logistical challenges to minimize project disruptions.

What We're Looking For

We're looking for someone who is dependable, proactive, and comfortable balancing multiple priorities while maintaining a high level of accuracy.

Required Qualifications:

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and changing priorities.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office or similar business software.
• Strong problem-solving skills and the ability to identify issues, follow through, and escalate concerns when necessary.
• Ability to work collaboratively with internal teams, manufacturers, and external partners.

Preferred Qualifications:

• 1-2 years of experience in project coordination, order management, logistics, purchasing, customer service, or a related administrative role.
• Experience coordinating orders, vendor communications, shipments, or delivery and installation schedules.
• Additional education or training in business, logistics, project coordination, or a related field.

What Will Make You Successful

You'll do well in this role if you're someone who:

• Enjoys staying organized and keeping track of the details.
• Takes initiative and follows through without needing constant reminders.
• Communicates proactively when plans change or issues arise.
• Can shift priorities while staying focused on deadlines.
• Enjoys working with different teams and finding solutions.
• Takes pride in accuracy and helping projects run smoothly.