Vendor Operations Coordinator

Arena Club•Beaverton, OR

About The Position

Arena Club is building a digital marketplace for collectibles where collectors can buy, sell, grade, and showcase items. The Vendor Operations Coordinator serves as the main point of contact between the LA-based Buying team, external vendors, and the Receiving team. The role owns the vendor portal, resolves discrepancies on incoming purchase orders, and helps products move smoothly from vendors to the warehouse and then to sale. When vendor operations are running smoothly, the coordinator also supports inventory preparation for digital repacks and auctions.

Requirements

1–2+ years of experience in operations, receiving, logistics, vendor management, or a similar role.
Strong written and verbal communication skills and the ability to coordinate across remote and on-site teams.
Exceptional attention to detail, particularly with certification numbers, SKUs, and purchase order sheets.
Comfort working with spreadsheets, web portals, and online forms.
Ability to prioritize competing requests and follow through independently.

Nice To Haves

Familiarity with trading cards, grading companies such as PSA, BGS, and SGC, and card pricing tools such as CardLadder and eBay.
Experience with auction or e-commerce inventory preparation.

Responsibilities

Manage the vendor portal and log and track damaged items identified on incoming purchase orders.
Coordinate return shipments and chargebacks for damaged cards, communicate damages to vendors, and provide tracking information.
Determine the appropriate resolution for damaged low- and mid-value cards—return, credit, or retain—in accordance with company guidelines.
Act as the primary liaison between the Buying team, external vendors, and the Receiving team.
Resolve purchase order sheet issues, including missing or incorrect cards and incorrect certification numbers.
Ensure sheets are added to the operations order list on time.
Identify vendor shipping errors or failures to follow the shipping SOP and escalate them to the Buying team or appropriate contact.
Communicate purchase order priorities from the Buying team to Receiving so high-priority orders are processed first.
Coordinate vendor drop-offs as the on-site point of contact.
Prepare cards for digital repacks.
Research and verify card pricing.
Prepare cards for auction listings.
Assist with card resubmissions for grading as needed.