Parts & Procurement Coordinator

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TYPE OF WORK

Full Time

SALARY

6-7 per hour

HOURS PER WEEK

40

DATE UPDATED

Oct 3, 2026

JOB OVERVIEW

# Parts & Procurement Coordinator
**Fitness Machine Technicians**

**Location:** Remote – Philippines
**Position:** Full-Time
**Schedule:** Monday–Friday, U.S. Eastern Time
**Compensation:** $6–$7 USD/hour, based on experience

## About the Position

Fitness Machine Technicians is looking for an extremely organized and detail-oriented **Parts & Procurement Coordinator** to manage the parts process for our fitness equipment repair operations.

Our technicians repair commercial and residential fitness equipment including treadmills, ellipticals, exercise bikes, strength equipment and other fitness machines.

When a technician determines that a machine needs a part, your responsibility is to make sure that part is properly identified, sourced, ordered, tracked and documented so the repair can be completed as quickly as possible.

This is a critical operations position. A technician cannot complete a repair if the correct part does not arrive.

We need someone who takes ownership and does not allow parts requests, orders, returns or refunds to fall through the cracks.

## Primary Responsibilities

### Parts Research & Sourcing

Research parts using:

- Manufacturer websites
- Parts diagrams
- Equipment model numbers
- Equipment serial numbers
- Vendor websites
- Service manuals
- Previous orders
- Manufacturer technical support
- Email and phone communication with vendors

Identify the correct part number whenever possible.

When information is missing, proactively contact the technician or vendor to obtain what is needed.

### Request Vendor Quotes

Contact manufacturers and vendors to determine:

- Part availability
- Part number
- Price
- Shipping cost
- Estimated delivery time
- Warranty status
- Alternative suppliers when appropriate

Compare vendors when appropriate to obtain competitive pricing and reasonable delivery times.

### Prepare Parts Information

Accurately document:

- Equipment manufacturer
- Model
- Serial number
- Part number
- Part description
- Vendor
- Cost
- Selling price when applicable
- Shipping
- Lead time
- Warranty information
- Order status

### Order Approved Parts

Once a part is approved for purchase:

- Place the order promptly.
- Verify the correct part number.
- Verify quantity.
- Verify shipping address.
- Verify pricing.
- Save the order confirmation.
- Record the order in our tracking system.

### Track Every Order

Every open parts order must have a known status.

You will monitor:

**Requested → Sourcing → Quote/Approval → Ordered → Shipped → Delivered → Ready for Scheduling**

You are expected to proactively identify orders that are delayed rather than waiting for someone to ask where the part is.

### Tracking Numbers

Obtain tracking information from vendors and update our systems promptly.

If tracking has not been provided within the expected timeframe, follow up with the vendor.

### Backorders & Delays

Monitor backordered and delayed parts.

Contact vendors for updated ETAs and investigate alternative suppliers when appropriate.

Notify the operations team when delays may affect a customer.

### Returns / RMA

Manage parts that need to be returned because they are:

- Incorrect
- Defective
- Damaged
- No longer needed
- Covered by warranty

Obtain RMA authorization when required and track the return until completed.

### Refund Tracking

A return is not complete simply because the part was shipped back.

You will track expected refunds and credits until the money or vendor credit has actually been received.

Outstanding refunds must be actively followed up.

### Warranty Parts

Assist with manufacturer warranty claims and required documentation.

Ensure warranty parts are ordered and tracked correctly.

### Documentation

Maintain accurate information in our systems, including ServiceMinder, Trello, email, vendor portals and spreadsheets.

Every parts request should clearly show:

- Current status
- What has already been done
- What we are waiting for
- Who is responsible for the next step
- Next follow-up date

## Performance Standards

We are looking for someone who works with urgency.

Our initial performance targets include:

**Parts sourcing:** Target completion within 40 business hours.

**Approved parts ordering:** Target order placement within 24 business hours.

**Tracking:** Orders should not remain without appropriate tracking/status follow-up.

**Returns and refunds:** Every open RMA/refund must be monitored until resolved.

Performance will also be measured on:

- Accuracy of parts ordered
- Number of parts requests completed
- Sourcing turnaround time
- Ordering turnaround time
- Outstanding orders
- Vendor follow-up
- RMA completion
- Refund recovery
- Documentation accuracy
- Number of mistakes/reorders caused by incorrect ordering

## Who We Are Looking For

The ideal candidate is:

- Extremely organized
- Detail-oriented
- Persistent
- Comfortable researching technical information
- Good at Google searches and online research
- Comfortable calling and emailing vendors
- Strong written English
- Comfortable speaking English
- Able to manage many open tasks simultaneously
- Good with spreadsheets
- Comfortable learning new software
- Able to follow SOPs
- Proactive about problems
- Comfortable asking questions when information is missing
- Accountable for mistakes
- Able to work independently

Experience with any of the following is highly desirable:

- Procurement
- Purchasing
- Automotive parts
- HVAC parts
- Appliance parts
- Fitness equipment
- Industrial equipment
- Equipment repair
- Maintenance companies
- Inventory management
- Warranty claims
- Vendor management

You do **not** need previous fitness equipment experience if you are an excellent researcher and willing to learn.

## Software

You should be comfortable learning and working with:

- Gmail
- Google Sheets
- Google Drive
- Trello
- Service management/CRM software
- Manufacturer websites
- Vendor portals

## Application Instructions

Please provide:

1. Your resume.
2. Your expected hourly rate in USD.
3. A short description of your purchasing, procurement or parts experience.
4. The systems/software you have previously used.
5. Your experience working with vendors.
6. Your experience handling purchase orders, returns or refunds.

### Skills Test

Please answer the following:

A technician sends you this message:

> "Life Fitness treadmill needs a drive belt."

That is all the information you receive.

Explain **step-by-step what you would do before ordering the part.**

Then answer:

A vendor says a part was delivered, but the technician says they never received it.

Explain **exactly how you would investigate and resolve the problem.**

Finally, begin your application with the words:

**PARTS READY**

Applications that do not follow these instructions may not be considered.

SKILL REQUIREMENT
Procurement Analytical
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