Special Orders Coordinator

Vail Resorts • Broomfield, CO

20h • Onsite

About The Position

The Special Orders Coordinator is responsible for supporting the store network by managing customer orders and coordinating the procurement of custom bicycles and components to ensure timely fulfillment. This role also supports direct-to-store shipping processes, the Rental Recovery Program, and various administrative functions to enhance overall Supply Chain Operations efficiency.

Requirements

• High school diploma or equivalent required
• Minimum of 2 years of experience in an administrative, customer service, or reporting role
• Advanced proficiency in Microsoft Excel and/or Smartsheets
• Strong written and verbal communication skills in English
• Self-motivated with a proactive, solution-oriented mindset
• Demonstrated ability to build effective cross-functional relationships
• Strong organizational skills with exceptional attention to detail
• Proven ability to manage high-volume workloads and adapt to changing priorities
• Ability to lift 50–100 lbs

Nice To Haves

• Experience with MMS or inventory control systems preferred

Responsibilities

• Review and process incoming order requests from stores, customers, and senior leadership via email, Zoho, and B2B platforms
• Accurately log referrals and complete missing details (e.g., UPC, pricing, vendor cost)
• Create and manage purchase order templates
• Source and place orders with vendors, ensuring accuracy and timeliness
• Monitor and follow up on delayed or backordered shipments
• Communicate directly with customers to confirm product specifications and pricing
• Track inbound shipments using carrier systems and vendor communication to provide accurate estimated arrival dates
• Identify, document, and manage all direct-to-store shipments
• Process inventory receipts in MMS accurately and in a timely manner
• Investigate and resolve shipment discrepancies or issues
• Communicate shipment statuses and delivery updates to stores and buyers
• Support the Loss Prevention team by processing transactions related to lost or damaged rental equipment
• Assist with reporting, data analysis, and departmental KPI tracking
• Provide support for EDI and Vendor Relations during peak seasons
• Perform additional administrative and operational tasks as needed

Benefits

• Free passes for employees
• Employee discounted lift tickets for friends and family
• Free ski lessons
• 40% retail discounts
• 401(k) Retirement Plan
• Employee Assistance Program
• Excellent training and professional development
• Referral Program
• Health Insurance
• Medical Insurance
• Dental Insurance
• Vision Insurance plans (for eligible seasonal employees after working 500 hours)
• Free ski passes for dependents
• Critical Illness and Accident plans

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED