Operations Coordinator

📋 Description

• • Own the heartbeat of Loot Labs’ operations. As Operations Coordinator you will be the single point of accountability for the weekly operating cadence that keeps Boxed.gg humming—from inventory counts in our Seattle warehouse to crypto top-offs on Coinbase and Waxpeer. You will surface anomalies before they become fires, ensuring leadership always has clean, trustworthy data to make decisions.
• • Build and maintain the living data layer that powers every department. You will curate KPI definitions in Notion, validate filters in Mixpanel, reconcile saved reports in QBO, and wire everything into Databox dashboards so that Ops, Finance, CS, and Fraud Risk speak the same language. When definitions drift or dashboards break, you triage and fix first, then document the fix so it never breaks the same way twice.
• • Run a bullet-proof AP and purchasing pipeline. You will own the full cycle: invoice ingestion in bill.com, three-way matching against POs, routing approvals, and releasing the payment queue with the Accounting team. You will maintain a clean vendor register—tracking contracts, renewals, and pricing tiers—so Finance can forecast spend and Legal can sleep at night.
• • Act as the embedded “mini-CFO” for treasury ops. Each week you will perform balance checks across crypto wallets, prepare top-off requests under dual-control approval, and maintain immutable logs for audit. You will flag discrepancies within hours, not days, protecting both company and customer assets.
• • Be the first responder for tooling hiccups. When a Notion database throws an error, a Retool connector times out, or a Databox metric looks off, you investigate, patch, and escalate. You will write lightweight SOPs and automation recipes so the next issue is resolved faster—or never appears.
• • Drive cross-functional execution loops. You will partner with the Director of Operations to translate leadership priorities into crisp, trackable tasks across Ops, Finance, CS, and Fraud. You will set SLAs, track completion, and publish weekly status memos in Slack so every stakeholder knows what shipped, what’s stuck, and what’s next.
• • Champion a culture of controls and documentation. Every checklist you create, every approval log you maintain, and every SOP you publish reduces tribal knowledge and scales the company. You will run quarterly “clean-up sprints” to archive stale data, tighten permissions, and ensure we always pass internal and external audits with flying colors.
• • Leverage AI as a force multiplier—never a crutch. You will use ChatGPT and low-code platforms to draft SOPs, summarize vendor contracts, and QA data exports, but you will always verify outputs against source systems before publishing. When the model hallucinates, you catch it and teach the team how to spot the next one.
• • Grow into the operations leader we’ll need next year. Mastery of this role opens paths into BizOps, Program Management, or even Director-level positions as Loot Labs expands into new collectible verticals and geographies. You will leave every process better than you found it and mentor the next coordinator we hire.