Operations Coordinator

Job Description

Job Description

Compensation: $65,000 – $80,000 annually, depending on experience.

You are the person who makes sure nothing falls through the cracks. You know how good it feels when the systems, the paperwork, and the people all move together without friction, and you're the reason it does.

You're the engine that moves projects forward. You sit at the center of operations and production, across every project instead of inside just one, keeping schedules on track, the paperwork flowing, and the admin noise away from the people who need to be producing. You're organized, you follow through, and you take pride in the details that most people overlook. You catch what everyone else is too close to see.

You'll work directly with our COO and our Director of Operations.

Race Service is a small, agile team that goes from brief to delivery in days. Operations here isn’t filing paperwork and waiting to be told what's next. It's systems ownership, cross-project awareness, and catching the thing that's about to slip before it costs anyone money or trust.

What you’ll be doing

• Track in-house and out-of-house creator schedules across every active project, catching double-bookings and conflicts before they become problems.

• Own utilization tracking, checking billed hours against actual work completed for hourly and salaried team members, and flag discrepancies before they reach payroll or a client invoice.

• Own onboarding for new hires and contractors. First-day logistics, system access, documentation, and making sure people feel set up to succeed from day one.

• Support People Ops: employee records, PTO tracking, leave requests, benefits and compliance documentation.

• Partner directly with COO and Dir. of Ops on People & Culture initiatives, this work that shapes how this place runs, not just the paperwork behind it.

• Own weekly Wrapbook check-ins for trial-period hires, keeping onboarding and paperwork on track through the full trial window.

• Support Accounts Receivable, tracking outstanding invoices with account managers internally and Accounts Payable externally so nothing sits unresolved.

• Absorb recurring admin load from Producers, such as overhead Amazon orders, logistics confirmations, vendor follow-ups.

• Supporting vendor and crew paperwork, Third-party agreements, Payroll onboarding, W-9 collection, I-9 collection, and general contractor setup.

• Set and enforce project naming and numbering conventions, and own hard drive accountability, across all active projects.

• Maintain and organize operational documentation. SOPs, trackers, templates, project folders in Shared Drive.

• Own Shared Drive, Google, and Slack access hygiene on every hire and every departure. When someone joins or leaves, make sure their access is updated.

• Own day-to-day coordination with facilities, IT, and general office needs, knowing when to keep leadership out of the loop on things that don't need them.

• Flag where manual processes can be simplified or automated, and bring recommendations forward as we grow.

• This role may involve working outside standard hours and working weekends and holidays.

Who we're looking for

✔ 5–7 years in operations, business operations, or production administration at an agency, production company, or fast-moving small business, with real ownership of systems.

✔ You've managed multiple concurrent workstreams without losing the thread, and you catch what's off before anyone has to point it out.

✔ You've managed paperwork, vendor communications, and internal coordination across multiple people and projects at the same time.

✔ You're comfortable with ops/HR/finance platforms and tools or you're a fast learner who can get up to speed on systems like Rippling, Wrapbook, Ramp or similar quickly.

✔ Comfortable holding sensitive information, employee records, financial data, system access, and you understand why that trust matters.

✔ You think in systems, not tasks. You see the pattern behind a one-off problem and fix the pattern.

✔ You're proactive, not reactive. You see what needs to happen next and you do it without being told.

✔ You communicate clearly and follow through relentlessly, including when you need to flag something to someone senior to you.

✔ Proficient in Google Workspace (G-Suite). Google Sheets, shared drives, and organized folders are your natural habitat.

✔ Responsive, autonomous, and equipped to work in a non-traditional creative setup.

Bonus if you also bring

✔ Formal training or prior hands-on experience handling confidential HR and payroll data.

✔ Experience in office management and/or bookkeeping

✔ Agency or production company background.

✔ Tech-savvy — you pick up new software quickly and you don't wait for someone to hold your hand through it. We use a mix of tools and you won't always get a tutorial.

✔ A genuine interest in figuring out what should be systematized or automated as a company scales, rather than just running the process as it exists today.

Why Race Service?

We are an Automotive Culture Hub and Creative Agency. Our mission: reshape automotive culture. We work at the intersection of content, strategy, experiential, and design for some of the most iconic brands in the world.

But what makes us different isn't the clients. It's our people.

We operate like a sports team. Everyone brings their best. Everyone feels the win and the loss together. The work we make isn't just deliverables. It's cultural moments that carry a piece of who we are. We reward initiative, autonomy, and bold thinking.

We believe the work you choose and the people you choose it with define the life you live.

If that sounds like your kind of life, hit apply.

(Curious what Race Service actually looks like? Check out our YouTube channel. )

What we offer

• Health Benefits

• 401(k) plan

• Generous company holiday and PTO Plan

• Weekly Team Lunch

• A proper espresso machine, a team that actually knows how to use it and genuine opinions about what goes in the cup.

To apply

Submit your application below. Upload your resume and, please include your cover letter in the Additional Files section. Optionally, include a link that tell your story beyond your resume.

Race Service is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under applicable law. We are committed to building a diverse and inclusive team.