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Office Operations & Gym Buildout Coordinator
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Arsens Gym
Wallingford, CT (In Person)
$60,000 Salary, Full-Time
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Job Description
We are looking for a highly organized office employee to help manage gym equipment, parts, materials, vendor communication, order logistics, and new gym buildout planning. This person will work closely with product manufacturers, equipment suppliers, architects, contractors, and ownership to help keep our gyms running smoothly and support future gym projects from planning through installation. The ideal candidate is detail-oriented, comfortable communicating with vendors, good at tracking orders, and able to help turn gym layout ideas into an organized plan that architects and contractors can follow. Responsibilities Communicate with product manufacturers, suppliers, and vendors. Source and order replacement parts for gym equipment and facility needs. Source and order materials, equipment, fixtures, and other items needed for gym operations and buildouts. Track quotes, invoices, purchase orders, shipping updates, and delivery timelines. Coordinate order logistics, including freight, deliveries, receiving, returns, and damaged/missing items. Maintain organized records of vendors, parts, equipment, warranties, manuals, and order history. Work with architects and designers to help create 3D gym layouts and buildout plans. Help plan equipment placement, spacing, traffic flow, storage areas, flooring, mirrors, lighting, and other gym features. Review plans for accuracy and make sure equipment dimensions and layout details are correct. Communicate the gym design plan to contractors, installers, and vendors. Work with gym contractors to help them understand the layout, equipment placement, and buildout requirements. Follow up with contractors during construction to make sure the project is being built according to the plan. Help solve issues that come up during ordering, delivery, installation, or construction. Keep ownership updated on project status, delays, costs, and next steps. Ideal Candidate The ideal candidate should be: Extremely organized and detail-oriented. Comfortable working in an office environment. Good at communicating by phone, email, and text. Able to follow up consistently with vendors, suppliers, contractors, and manufacturers. Comfortable reading measurements, layouts, floor plans, and product specifications. Able to manage multiple orders, projects, and deadlines at once. Interested in gyms, fitness equipment, construction, and design. Willing to learn about gym equipment, parts, materials, and buildout processes. Able to take ownership of tasks and push projects forward without needing constant reminders. Experience Preferred Experience in any of the following is helpful: Gym equipment ordering or service coordination Vendor management Purchasing or procurement Construction coordination Project coordination Logistics or shipping coordination Office operations Interior design, architecture, or 3D layout work AutoCAD, SketchUp, Revit, or other 3D design software Commercial gym, fitness, construction, or equipment industry experience Requirements Strong organizational and communication skills. Ability to use email, spreadsheets, documents, and project tracking tools. Ability to call vendors and follow up until issues are resolved. Ability to compare pricing, quotes, specs, and delivery timelines. Basic understanding of measurements and layouts. Ability to work with architects, contractors, suppliers, and ownership. Must be dependable, proactive, and detail-focused. Bonus Qualifications Experience with commercial gym equipment. Experience sourcing from manufacturers or overseas suppliers. Experience ordering replacement parts. Experience with freight, logistics, or large equipment deliveries. Experience with 3D gym design, CAD, SketchUp, or architectural plans. Understanding of gym layouts, strength equipment, flooring, mirrors, lighting, and member flow. Compensation Compensation based on experience. Summary This role is for someone who can help manage the behind-the-scenes work needed to operate, repair, design, and build gyms. The right person will communicate with manufacturers, order parts and equipment, track deliveries, work with architects on 3D gym designs, and coordinate with contractors to make sure the plan is understood and built correctly.